CONSTITUTION AND BY-LAWS
The following is the Constitution and By-Laws for the New England Social Security Management Association.
Section 1 = ; The name of this organization shall be the New England Social Security Manageme= nt Association.
Section 1 = To cooperate constructively with all responsible officials of the Social Secur= ity Administration in the furtherance of the Social Security Program; We wholeh= eartedly endorse the "Social Security Administration Statement of Objectives.
Section 2 = To give real meaning and effectiveness to the provisions of Executive Order 11= 491 providing for consultation with Association of Supervisors.
Section 3 = To further the best interests and general welfare of all field personnel.
Section 4= To foster the hig= hest standards of professionalism
Section 5 = To encourage the establishment of policies that best serve the public interest= in accomplishing the mission of our agency.
Section 1 = Membership in this association is voluntary and shall be open to all FO management employees in the Boston Region. Regional Office and Area Office employees may be associate members as stated in Section 4. Other management positions, however, which are physically stationed in field offi= ces (although technically assigned to the Area Director's office), will be considered FO management. Sys= tems Managers and/or Management Assistants out-stationed in a field office will = be full members of the association including the right to vote and hold office. It is the inten= t of the association to offer full membership to those positions of management t= hat are located and work in a Field Office.&nb= sp; The executive committee may admit for interim membership any newly established field management positions.
Section 2 = Application for membership shall be available from any association officer or area representative. Application must be on prescribed form and signed.
Section 3 = All members will continue in good standing as long as they uphold the Constitut= ion and By-Laws of the Association, are current in the payment of dues, and are employed in one of the positions specified in Section 1.
Section 4 = Those individuals who leave one of the positions specified in Section 1 to accept another position within SSA may become associate members. Those individuals leaving for retirement can either choose to be retired members (see Section= 8) or associate members (see Section 6).
Section 5 = All members may attend meetings, petition the Executive Committee, and particip= ate in the privileges and benefits of the association. Opinions and recommendations of me= mbers will be solicited by the Area representatives. Members may bring before the assoc= iation items they believe are in the best interest of the association. All members may express their opin= ion on the nomination and voting of officers through their elected Area representatives. All members = are encouraged to be active in the development of official association views or positions and on the selection and conduct of association projects and activities.
Section 6= Associate members= may not hold office or vote.
Section 7 = Membership in this Association and all privileges and benefits shall be available with= out regard to race, color, creed, national origin, sex, political affiliation, = or age.
Section 8 Retirees may cont= inue to belong to the organization after separation or retirement from SSA. They are designated retired members. The Executive Commit= tee will determine membership procedures, dues charges and all other aspects of their membership not specifically addressed in these bylaws. Retired member will be able to vot= e but will not be able to hold any NESSMA office.
Section 1 = The officers of the Association shall consist of a President, a Vice-President,= a Secretary and a Treasurer.
Section 2 = There shall be 15 elected representatives with each Area of the Region equally represented.
Section 3 "The Executi= ve Committee shall consist of the officers, the area representatives, the immediate past president and the representative to the National Council Executive Committee. The Executive Officer, Grassroots Coordinator, NESSMA Publications Editor, and Webmaster will be non-voting members of the Commit= tee.
Section 4 = The officers shall assume office at the beginning of the annual meeting and will conduct such meeting.
Section 5= Vacancy in office= .
A. = In the case of a vacancy or incapacity, as determined by executive committee, in the office of the president, the vice- president shall serve the remainder of the term of the president.
B. A vacancy in any other office shall be filled by the executive committee.
Section 1 =
The
President shall chair the Executive Committee, preside at all meetings of t=
he
Association, and decide all questions of order and call special meetings.
Section 2 = ; The Vice-President shall serve in the absence of the President and is responsib= le for the coordination of all recruitment activities.
Section 3 = ; The Secretary shall keep an accurate record of the meetings of the Association = and of the Executive Committee and shall have charge of all correspondence. Additionally, the Secretary shall = serve as Association registrar and will be responsible for the maintenance of membership rosters.
Section 4 = The Treasurer shall be the recipient and the custodian of all funds of the Association and shall disburse them only as approved by the Executive Commi= ttee and as directed by the President, as Chairperson of that committee. The Treasurer shall also insure the timely collection of proper dues from members of the Association.
Section 5 = Area representatives shall be responsive to the members in the area. It shall be their responsibility to serve as a liaison between the members in the area and the Regional Executi= ve Committee.
It shall be the responsibility of the area representatives to contact the incumbents of each field management type position for the purpose of explai= ning procedure for membership as well as the purpose of the organization and sha= ll provide new members with a copy of the Constitution and By-Laws.
Section 6 = It shall be the duty of the Executive Committee to carry out the orders of the Council and to conduct all business of the Association during the interim of Association meetings. It shal= l have the power to authorize necessary expenditures and provide for an annual aud= it.
Section 7 = The Executive Committee will appoint a three-member finance committee before the annual meeting of membership. This Finance Committee will conduct an audit = of the financial records of the Association before the next annual meeting. Co= pies of this report will be furnished to each member of the Association at the annual meeting. If there is no annual meeting or an annual meeting is unexp= ectedly cancelled, there will be an audit done each fiscal year and a report of the audit will be furnished to the members. The Committee will serve until the next finance committee is appointed and will advise the Executive Committee on financial matters. Members of this committee may not = serve concurrently on the Executive Committee.
Section 1 = The President will direct each Area Vice President to solicit nominations from = Area members in January of each year.
Section 2 Each Area Vice Pr= esident will then prepare a ballot, distribute the ballot to members in good standi= ng, and certify election of one or more Area Representatives each year to the Association Secretary no later than 30 days prior to the annual meeting. If after seeking nominations, there is only one candidate, a ballot will still be distributed. If a write-in candidate receives more vot= es than the person named on the ballot, they will be certified as the new representative. There shall be fifteen elected representatives, with each A= rea equally represented, holding office at the same time. Each representative shall be elect= ed for a term of three years. Any Ar= ea Representative vacancies with a term of less than one year remaining will be filled by the Executive Committee. All vacancies with terms of one year or more remaining will be fille= d by a special election.
Section 3 = ; Any member in good standing desiring nomination should so notify the Area Vice President in January or February of each year.
Section 4 = The elected area representatives will meet prior to the annual meeting for the purpose of electing the officers from among their number. At the conclusion of election of officers they shall also elect an Area Vice-President for each area.
Section 5 = The Executive Committee will determine whether a special election must be held = in the event the Region reorganizes so that the existing number of Areas chang= es, or the assignment of one or more Field Offices changes from one Area to another, or any other organizational change causes an imbalance of Area representation by elected NESSMA representatives. The purpose of the special electio= n is to insure equal NESSMA representation among areas. The manner of such special electio= n may vary depending upon the nature of the regional change. If an election is warranted it mus= t be held as soon as possible but no longer than 4 months after the changes. All such elections will enable each relevant NESSMA member the opportunity to cast a ballot. Tabulations of ballots will determ= ine who the new or reconfirmed representatives are.
Section 1 = The annual meeting of the Association will be held each year at a place determi= ned by the Executive Committee.
Section 2 = Special meetings of the Association other than the annual meeting may be called by = the Executive Committee or by a petition of at least 10 members.
Section 3 = The Executive Committee shall meet at the call of the President or on the petit= ion of at least 4 voting members of the Executive Committee.
Section 4 = Notice of the time and place of all meetings of the Association will be in writing= and forwarded to the membership thirty days in advance of the meeting.
Section 5 = A quorum of the Association will be at least 15 members.
Section 6 = A quorum of the Executive Committee shall be at least 4 voting members.
Section 7 = All decisions of the Association shall require a 60% vote of those present.
Section 1 = ; Association dues will be determined by a vote of the full membership, based on a recommendation of the Executive Committee. Voting will be conducted by eith= er surface mail or Email.
Section 2 = Dues shall be paid quarterly, in advance, or with payroll deductions.
Section 3 = The Treasurer shall be empowered to arrange for payroll deduction for dues paym= ent of members so desiring.
Section 1 = The Association shall affiliate with the National Council of the Social Security Management Associations.
Section 2 = The Executive Committee shall select four delegates and one alternate delegate,= all to attend the annual meeting of the National Council. They shall also select two alternate stand-by delegates to serve in the event any of the prime five are unable to attend the annual meeting.
Section 3 = The Regional President is to be the Association's representative on the Executi= ve Committee of the National Council.
Section 1 = An amendment to this Constitution and By-Laws may be proposed by any member of= the Association. Proposed amendments will be submitted to the Committee on Constitution and By-Laws for review prior to written notification to the membership.
Section 2 = Amendments must be approved by a two-thirds vote of the members present at any meeting= of the full membership, or by mail ballot. At least thirty days notice of the proposed amendment must be given in writing to each member of the Associati= on. To waive the 30 day requirement a vote of 80% of the members present at any meeting of the full membership, or by mail ballot is required to approve the amendment.
RECENTLY AM= MENDED ARTICLES AND SECTIONS (for information only)
05/15/08 Article III, Added Section 8 for retired= members
05/15/08 Article III, Section 4 used to read in p= art, “Those individuals who leave one of the positions specified in Sectio= n 1 for either retirement or to ac= cept another position within SSA may become associate members.
05/15/08 = Article X, Section 2 used to read “Amendments must be approved by a two-thirds vote. At least 30 days = notice of the proposed amendment must be given in writing to each member of the association.”
05/15/08 = Article IV, Section 2 used to read “There shall be 12 elected representatives with each Area of the Region equally represented.”
05/15/08 = Article VI, Section 2 used to read in part “There shall be twelve elected representatives, with each Area equally represented, holding office at the = same time.”
04/28/06 Article VI, Section 2 used to read in part, “Each Area Vice President will then prepare a mail ballot, distribute the ballot to members= in good standing, and certify election of one or more Area Representatives each year to the Association Secretary no later than 30 days prior to the annual meeting.”
04/28/06
Article III, Section 1 used to read in part, “The Systems Mana=
gers
and/or Management Assistants (also called MSS or
04/28/06 Article V, Section 7 used to read in part, “If there is no ann= ual meeting is cancelled, there will be an audit done each fiscal year and a re= port of the audit will be furnished to members.”
05/20/03 Article VI, Section 2 used to read: “…and certify electi= on of one Area Representative.”
05/20/03 Article VII, Section 3 used to read: “…4 committee members.”
05/20/03 Article VII, section 6 used to read: “A quorum of the Executive Committee shall be at least 4.”
05/23/02 <= /span>ARTICLE VIII, SECTION 1 used to read: Association dues shall be $3.00 per pay period. The amount of dues wi= ll be determined by a vote of the full membership, conducted by mail ballot, base= d on a recommendation by the Executive Committee.