INDEX


SECTION I .......... DUTIES & RESPONSIBILITIES - OFFICERS

SECTION II .......... DUTIES & RESPONSIBILITIES - COMMITTEE CHAIRPERSONS

SECTION III .......... CONSTITUTION, NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION



Amended and approved at

NYSCMA Annual Meeting,
Bolton Landing, N.Y.
May 10, 1994
William Sara, President


SECTION I.......... DUTIES & RESPONSIBILITIES - OFFICERS



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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CHAIRMAN OF THE BOARD

(Duties and Responsibilities)


General

  1. Attend the annual convention and board of directors meetings.
  2. Review the work of the Chairman of the Board with the immediate past Chairman of the Board, familiarize yourself with the by-laws and constitution of the association.
  3. To be available for consultation and guidance to all officers and directors with particular attention given to the position of 2nd Vice President.
  4. To serve as chairman of the nominating committee.
  5. Organize and chair an Advisory Committee made up of Past Presidents as described in Article 4, Section 2. Meet during the Annual Conference to discuss and recommend ways that we can improve the Association and the Conference.

Special Duties
Annual Convention

  1. Invite all Past Presidents, by special letter of invitation, to participate in the Advisory Committee meeting.
  2. Notify the First Vice President of the day and time of the Advisory Committee meeting so that it can be included in the Conference Program.
  3. Report to the Board of Directors the recommendations of the Advisory Committee at the post conference Board of Directors meeting.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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PRESIDENT

(Duties and Responsibilities)


General

  1. Attend and preside at the annual convention and board of directors meetings.
  2. Attend the Newspaper Association of America annual convention, if possible, at the expense of the NYSCMA.
  3. Review the work of President with the Immediate past President. Familiarize yourself with the by-laws, constitution, new and unfinished business of the association.

Definition of Objectives

  1. Outline your program for fulfilling the objectives of this Association within 30 to 60 days after taking office. Forward this outline to the bulletin chairperson with instructions for its publication in the next release.
  2. The President should present, to the board of directors, a budget or financial plan for the year, outlining the different programs to be undertaken.

Special Duties - Committee Chairpersons

  1. Appoint qualified members as chairpersons of all official committees except those committees whose leadership position is automatically filled by an elected officer. All appointments to be completed within 30 to 60 days of your election.
  2. Distribute copies of each officer's duties and responsibilities, together with a copy of the constitution and by-laws to each newly appointed director. Familiarize yourself with each officer's job description.
  3. Maintain open contact throughout your term of office with officers, directors, and committee persons to assure their active involvement and the completion of their duties and responsibilities.
  4. As special duties arise, assign them to the Vice-President and Secretary Treasurer.
  5. If possible, attend, or appoint an officer or director to attend, other nearby Sectional Conferences at the expense of the NYSCMA.
  6. Send a letter of welcome to each new applicant as applications are received from the Secretary/Treasurer.

Annual Convention

  1. Work closely with the chairperson of the nominating committee to assure preparation of the best non-political slate of officers and directors for election at the annual convention.
  2. Draft a report of affairs pertaining to your office for presentation to the members at the annual convention meeting.
  3. Purchase and provide the necessary refreshments to satisfy the requirements of visitors calling at the President's hospitality suite during the annual meeting.
  4. Presidential Award(s) may be made at the discretion of the President.

Expenses

  1. Periodically, prepare a report of personal expenses incurred in the performance of official duties and forward to the Secretary/Treasurer with instructions for reimbursement.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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1ST VICE-PRESIDENT

(Duties and Responsibilities)


General

  1. Attend the annual convention and board of directors meetings.

  2. Review the work of the 1st Vice President with the immediate past 1st Vice President, familiarize yourself with the by-laws and constitution of the Association.

  3. Execute any special duties assigned to you by the President.

Special Duties
Annual Convention

  1. By direct mail to the entire membership and/or by way of the official bulletin, circulate a memorandum asking that topics for discussion and requests for information be forwarded to you for inclusion in the convention program.
  2. Using the requests for information obtained from the general membership, topics of importance and current interest, prepare an outline for the business portion of the convention meeting.
  3. Review with the President your outline for the business portion of the convention meeting and proceed to firm up arrangements by contacting and assigning qualified speakers, panel chairpersons and panel members to complete the program.
  4. Following the basic procedures used in establishing the business portion of the convention program, firm up the social portion of the program working closely with the Association members and hotel officials in whose city the convention will be hosted.
  5. As the business and social programs are established, forward the news of events, together with titles of subjects, names of speakers, panel chairpersons, etc. to the bulletin chairperson for official publication prior to gathering of the convention.
  6. No later than five full weeks prior to the convention meeting date, forward a type written copy of the full convention business and social program to the buyers guide chairperson for publication in the annual convention handbook and buyers guide. This form must contain the correct names and titles of all participants with mentions of credit to any and all companies, etc. sponsoring cocktail parties, door prizes and the like.
  7. Attend every business and social event. Assist the President in all ways possible. Be prepared to fill-in with work shop sessions, emergency speakers or yourself in the event of cancellations or lags.
  8. Immediately following the convention, send thank you notes to all participants, sponsors, contributors, etc.
  9. Secure copies of presentation of all speakers and discussion leaders for publication in the Bulletin.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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SECRETARY

(Duties and Responsibilities)


General

  1. Maintain an up-to-date file of all members of the Association.
  2. Receive and process all new applications for membership.
  3. Maintain files concerning various activities of the Association and keep records of information of value to members of the Association.
  4. Provide liaison between NYSCMA and other sectional Associations, the Newspaper Association of America and NYS Publishers Association office.
  5. Provide assistance to the President, other officers, directors, committee chairpersons and general membership as requested.
  6. Inform the President of all membership applications on a timely basis.

Special Duties
   Annual Convention

  1. Assist the President and convention Secretary in finalizing convention arrangements.
  2. Record minutes of pre-convention and post-convention board of directors meetings.
  3. Record minutes of all convention sessions.

Fall Board of Directors Meeting

  1. Record minutes of board proceedings.
  2. Enter minutes of board proceedings in official NYSCMA minutes register and forward a copy of minutes to bulletin chairperson for publication in NYSCMA bulletin.


TREASURER

(Duties and Responsibilities)

General

  1. Receive all funds due to the Association and deposit same in the Association checking account.

  2. Pay all bills contracted by the Association or contracted by any member conducting official Association business or special expenditures authorized by the President.

  3. Maintain complete records of sources of income and disbursements for the Association year (June 1st - May 31st) in such a manner as to facilitate an audit each year by the President's Auditing Committee.

  4. Provide liaison between NYSCMA and other sectional Associations, the Newspaper Association of America and NYS Publishers Association office.

  5. Provide assistance to the President, other officers, directors, committee chairpersons and general membership as requested.

  6. Maintain required signature cards on all Association accounts as approved by the Board of Directors.

Special Duties
   Annual Convention

  1. Assist the President and convention Secretary in finalizing convention arrangements.
  2. Prepare Treasurer's report for submission to board of directors and general membership.

Fall Board of Directors Meeting

  1. Prepare Treasurer's report for submission to board of directors.

Dues Statements

  1. Dues statements should be mailed to Regular and Associate Members by September 15th of each year.
  2. A "Dues Payment Roster" should be established and maintained each year.
  3. Members who become delinquent in payment of dues should be notified as provided for in Article 3, Par. 12 of NYSCMA Constitution.
  4. Notify board of directors and membership chairperson of the delinquent status of any member after following provisions of Article 3, Par.12.

International Newspaper Carrier Day

  1. Special attention should be given to receipts and disbursements connected with the annual NYSCMA Newspaper Carrier Day program.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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2ND VICE PRESIDENT

(Duties and Responsibilities)


General

  1. Attend the annual convention and board of directors meetings.
  2. Review the work of this office with the immediate past 2nd Vice President, familiarize yourself with the by-laws and constitution of the Association.

Special Duties
Membership

  1. By using all available sources, compile throughout your term of office the names and addresses of individuals who would be good prospects for Regular or Associate membership.
  2. Contact all prospective members by letter explaining the value of NYSCMA and inviting their membership. Each application for membership must be accompanied by a check for the first year's dues. All applications should be submitted to the board of directors for approval.
  3. Within your term of office, at least one general solicitation for new members should be made by direct mail in a letter directed to each member of the Association. Also, solicitation should be made by directing a memorandum to be published, whenever possible, in the official NYSCMA bulletin.

Convention Secretary

  1. Beginning with January, each month supply the bulletin chairperson with information for publication which will inform, interest, and help persuade the membership to attend the annual convention.
  2. Approximately six weeks prior to the annual convention date, publish a notice in the bulletin explaining all details as to time, location, place, etc. At approximately the same time, send a similar notice by direct mail to all members enclosing the necessary reservation forms and urging the membership to return the reservations promptly.
  3. Provide yourself with all necessary equipment and supplies at the convention site. Officially register guests, new members, members, etc. collecting and accounting for whatever registration fees have been set by the board of directors.
  4. Your personal presence and supervision is required at whatever times and place registrations are taken.


SECTION II.......... DUTIES & RESPONSIBILITIES - COMMITTEE CHAIRPERSONS



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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Auditing Chairpersons

The NYSCMA President appoints two members who will serve as co-chairpersons for one year.


General Function

It is the duty of the co-chairpersons to examine all records of the Secretary Treasurer such as bills paid, certificates, bank accounts, etc. and verify after careful examination their accuracy and authenticity.

Responsibilities

  1. Attend each NYSCMA Board of Directors meeting.
  2. Verify the records of the Secretary Treasurer as stated above and report their findings to the board of directors meeting in the fall as well as at the annual meeting in the spring.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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Bulletin Chairperson


The Bulletin Chairperson is appointed by the President and serves for one year.

General Function

The Bulletin Chairperson's primary function is to act essentially as an editor by setting goals and philosophies to be followed in editing the bulletin. Additionallyhe/she encourages membership participation and remains particularly aware of people and activities in New York State that would be of interest to NYSCMA members.

Responsibilities

  1. Attend each NYSCMA Board of Director's meeting.
  2. Solicit news for the bulletin from each MYSCMA member.
  3. Provide a minimum of six bulletins annually.
  4. Report at the NYSCMA board of directors meeting on the number of bulletins published, the number of pages published, number of surveys conducted, amount of money spent for publishing the bulletin and the amount of money spent for mailing the bulletin.
  5. Develop new editorial features for the bulletin.
  6. Solicit advertising for NYSCMA bulletin. Send bills and collect payments for advertising. Inform the Secretary Treasurer of bills not paid.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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Buyers Guide Chairperson


General

  1. Attend the annual convention and board of directors meetings.
  2. Review the work of chairperson with the immediate past chairperson. Familiarize yourself with the by-laws and constitution of the Association.
  3. Execute any special duties assigned to you by the President.

Special Duties
Advertising Committee

  1. Write to each circulation sectional Association for a copy of their convention handbooks. From these books and other sources, mail prospects copies of the same material as described in item 1 of convention handbook.

Convention Handbook

  1. Between January 1st and February 1st, prepare the necessary promotional material for the solicitation of advertising. Mail copies of this material together with contract commitments to every firm, etc. who has advertised in past convention handbooks and buyers guides.
  2. Send inquiries to various printers together with sample copies of convention handbooks from previous years requesting that they return their bids to you for decision and assignment.
  3. After finalizing all pages that are to be included in the convention handbook and buyers guide, prepare a "dummy copy" and supply this to the printer, together with all necessary copy, lay-outs, etc.
  4. Unless otherwise specified, your print orders should be for approximately 400 copies.
  5. Secure from our Secretary Treasurer addressed envelopes to accommodate a full mailing of one book to each member and advertiser. Complete your mailing of the books, by first class mail, at least three weeks prior to the actual date of the annual convention.
  6. Invoice to persons and firms advertising in annual buyers guide should be mailed as soon as possible after publication of buyers guide. A copy of the buyers guide should be sent to each advertiser.
  7. The Secretary Treasurer should be notified concerning non-payment by any advertiser.
  8. Prepare a detailed written list of income and disbursements for presentation and audit at the board of directors meeting which convenes just prior to the annual convention.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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Circulation Promotion Awards Chairperson


The Circulation Promotion Awards Chairperson is appointed by the President and serves for a term of one year.

General Function

It is the duty of the Circulation Promotion Awards Chairperson to prepare and announce a schedule of awards to be made at the NYSCMA Annual Convention along with rules for submission of all entries.

Responsibilities

  1. Attend all NYSCMA Board of Directors meetings.
  2. Prepare and announce all awards given at the NYSCMA Annual Convention in the categories listed below and/or as changed by the Board of Directors.
    1. Circulation Sales Promotion
    2. Circulation Service Promotion
    3. Circulation Public Relations
    4. Newspaper Carrier Day
    5. Carrier Safety
    6. Outstanding Advertiser Display
    7. Best of Show
  3. Select three qualified judges who will attend the annual meeting to determine the winners of each category in the awards program.
  4. If possible, arrange to have plaques awarded at the annual banquet. Each plaque should include a nameplate to be engraved with the name of the newspaper receiving the award. Entries for the awards program are mailed to the Chairperson of the Awards Committee prior to the annual meeting or are brought by the individual newspapers to the conference.
  5. Promote and encourage participation in the awards program. This is done through the bulletin and by preparation and mailing of special promotions to the membership.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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Training Chairperson


The NYSCMA President appoints one member to chair this function for one year. A succeeding President can reappoint this person to continue for his/her presidential year, or appoint a new chairperson as he/she sees fit.

General Function

It is the function of this chairperson to plan, schedule, promote, and run one or more training activities each year. Newspapers from beyond NYSCMA boundaries may be included if our facilities permit.

Responsibilities

  1. Prior to each board meeting, plan the training activity schedule for the next six months for Presidential or Board approval, to include approval on financial aspects.
  2. Promote the approved activity or activities among the membership, and beyond the membership where appropriate.
  3. Select and recruit other qualified NYSCMA members to help implement approved training activities.
  4. Secure and evaluation of each training activity from the participants and submit to the President for review along with a financial accounting of the activity.
  5. Recommend new types of training, even beyond DSM's to the President and the board of consideration.
  6. Act as a liaison between NYSCMA and Empire State College, in regards to the development of the latter's Circulation Management Degree program in which NYSCMA has made a financial investment.



NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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EXEMPLARY AWARD

J. Truman Kahler
Distinguished Service Award
Committee Chairperson


The J. Truman Kahler Distinguished Service Award Chairperson shall be appointed by the President for one year.

The Chairperson must, if possible, be a former recipient of the award who is still an active Regular Member of the Association. If none are eligible the position must be filled by a Past President who will consult with a past recipient of the award in the administration of the committee duties. The committee shall consist of former recipients as well, chosen by the chairperson.

General Function

The chairperson and committee's primary responsibility will be to administer the exemplary award program.

The annual award was named the J. Truman Kahler Distinguished Service Award in honor of the long time Secretary Treasurer of NYSCMA and the President of ICMA in 1964.

The criteria for the selection continues to be those established in 1977:

The committee is to make sure we select a person for the award who clearly fits those criteria. We want to make sure it never becomes just a "good guy" award, or a "past President's award", but recognition for outstanding achievement and contribution.

The committee seeks nominees from the membership, via the bulletin, each winter, then sifts them in with its own nominees to select the winner. It is possible for no one to be chosen in a given year if the committee feels no one is sufficiently worthy.

It is the intention of the committee to recommend other special awards from time to time, allowing NYSCMA to recognize specific deserving members for unique service to NYSCMA or other accomplishments. Such awards, if recommended and conferred, would be entirely separate from the J. Truman Kahler Award and its specific criteria. If and when this happens, the Kahler Award would still be the highest award conferred by NYSCMA.


NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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Newspaper Carrier Day Chairperson


The NYSCMA President appoints a chairperson for one year to serve on the Newspaper Carrier Day Program.

General Function

It is the duty of the chairperson to arrange a complete, interesting and enjoyable day for the NYSCMA carriers and their chaperons to be held prior to International Newspaper Carrier Day which is held in October.

Responsibilities

  1. Attend each NYSCMA Board of Directors meeting.
  2. Solicit ideas and appropriately promote Newspaper Carrier Day.
  3. Set deadlines for submission of applications of candidates and arrange for judging of entries and selection of winners by a competent and qualified committee of judges.
  4. Send appropriate literature to the NYSCMA membership outlining the day's activities and requesting confirmation of membership participation.
  5. Set a fee for participation in the program and scheduled events sufficient to help defray Association expenses.
  6. Purchase all necessary bonds, awards and other items needed for the administration of this program. Report all income and expenditures to the Board of Directors at the first meeting following the program.


NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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Valor Award Chairperson


The Valor Awards Chairperson is appointed by the President and serves for one year.

General Function

The Valor Awards Chairperson and his/her committee review candidates for the Valor Award and Good Samaritan Award as submitted by NYSCMA members and selects the winners of these awards.

The Valor Award is reserved for anyone performing a valorous deed whereby they have put their own well being second to the aid of an individual or individuals. This is to be differentiated from the Good Samaritan Award which is to be awarded to anyone doing a good deed or doing something to help another individual in time of need.

Responsibilities

  1. Attend each NYSCMA Board of Directors meeting.
  2. Advise members via the Bulletin and direct mail of the Valor Awards Program.
  3. Encourage NYSCMA members to submit prospective candidates for the Valor Award. Secure copies of newspaper stories concerning the candidate's valorous deed. The chairperson forwards the stories to the three members of his/her committee. The members indicate their approval or disapproval along with their reason if the disapprove. If two out of three, including the chairman, agree then the candidate is declared eligible for the Valor Award.
  4. The chairperson presents a Good Samaritan Award to the candidates who do not qualify for a Valor Award.
  5. The chairperson is to order an engraved plaque, lapel pin and certificate for the recipient of the Valor Award. The certificate is to be forwarded to the NYSCMA President for signature.
  6. The plaque, lapel pin and certificate are forwarded to the NYSCMA member who nominated the candidate. They, in turn, present the award to the recipient.
  7. The chairperson is to obtain from the NYSCMA member a glossy picture of the Valor Award winner which is to be reprinted in the NYSCMA Buyers Guide.


SECTION III


CONSTITUTION

NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION

NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.
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CONSTITUTION

of the

NEW YORK STATE CIRCULATION MANAGEMENT ASSOCIATION, INC.

Adopted April 16, 1941

********


ARTICLE 1


This Association shall be known as the New York State Circulation Management Association, Inc.


ARTICLE 2


The objective of this Association shall be the mutual enlightenment of its members through interchange of thought and experience, the solution of common problems, and the furtherance of the best interests of its members and the newspapers which they represent.

ARTICLE 3


Section 1 - Classes of Membership. There shall be four (4) classes of membership: Regular Members, Associate Members, Honorary Members and Honorary Life Members.

Section 2 - Regular Members. Circulation Executives or persons in direct charge of a principle division of a Circulation Department of a daily newspaper or daily newspaper chain published in New York State; or any publisher, Business Manager or newspaper executive of a daily New York State newspaper to whom the Circulation Department reports are eligible for Regular Membership.

Section 3 - Associate Members. A person 1) who is in charge of the Circulation Department of a Sunday newspaper or in the principle division thereof, or 2) any former regular member who is no longer eligible for Regular Membership, or 3) who is the manager of any New York State Publishers Association, or 4) is a member of a circulation service or supply organization, or 5) who is in charge of the Circulation Department of a weekly newspaper, or 6) a person in charge of a TMC/Alternate Delivery operation, or 7) other applications as subject to approval by the Board of Directors is eligible for Associate Membership. Associate Members shall have all the privileges of Regular Members except that they may not vote or hold office.

Section 4 - The names of applicants for Regular or Associate Membership shall be presented to the Board of Directors for election or rejections. To elect an applicant to membership, it shall require an affirmative vote of the majority of the directors present. At each regular meeting of the Association the 2nd Vice President shall read the names of all candidates elected by the Board of Directors.

Section 5 - Honorary Members. May be conferred upon anyone recommended by a member in good standing if such recommendation is approved by the Board of Directors and shall receive the unanimous vote of all members present at a regular meeting of the Association. Honorary Membership shall entitle the holder to all privileges of the Association except the right to vote and hold office.

Section 6- Honorary Life Members. May be conferred only upon a Past President, recommended by a member in good standing if such recommendation is approved by the Board of Directors and shall receive the unanimous vote of all members present at a regular meeting of the Association. Honorary Life membership shall entitle the holder to all privileges of the Association except the right to vote and to hold office.

Section 7 - All candidates for membership shall make written application to the Secretary Treasurer, said application being a promise to adhere to all by-laws, rules and regulations adopted by the Association or its Board of Directors.

Section 8 - The annual dues for maintaining the Association and providing for its expenses shall be set by the membership and shall be payable upon receipt. The Secretary Treasurer shall issue a receipt membership card which will manifest the right of the holder to enjoy the privileges of the Association.

Section 9 - Resignations may be made in writing to the Secretary Treasurer and such resignations shall operate as a forfeiture of all rights and interests in the Association.

Section 10 - Any member who, for any cause shall cease to be eligible, shall forfeit all his/her rights and interest in the Association.

Section 11 - If any member shall fail to pay his/her dues within three months after date of maturity, notice of delinquency shall be given to him/her by the Secretary Treasurer. At the end of four weeks if he/she still remains delinquent, his/her membership may be forfeited. The Board of Directors shall have the power to waive the dues of any delinquent member and reinstate the member in good standing.

Section 12 - A majority of the Board of Directors have power to expel any member of this Association for due cause, provided that a hearing shall be granted such member, if he/she shall so desire; and further provided that any member so expelled shall have the right to appeal to the full body of the membership at the next succeeding meeting of the Association, in which case a majority vote of members present and voting shall be recognized as the final decision of the Association.

Section 13 - Former members, having forfeited their membership only because of non-payment of dues, may become reinstated upon payment of dues and approval of the Board of Directors.

Section 14 - Any member who moves and accepts a qualifying position on a newspaper outside the territory of this Association, may become an Associate Member.


ARTICLE 4


Section 1 - The officers of this Association shall be a Chairman of the Board, a President, a 1st Vice President, a 2nd Vice President and a Secretary Treasurer. Officers shall be elected by ballot at an annual meeting of the Association and must receive a majority of votes cast by members present. They shall hold office for a period of one year, or until the election of their successors. Each officer shall be ex-officio, a member of the Board of Directors.

Section 2 - The Chairman of the Board will head the advisory committee as described in Article 7. He/she will also serve in an advisory capacity to all officers and Directors of the Association.

Section 3 - The President shall preside at all meetings of the Association and the Board of Directors, appoint all special and standing committees who shall serve until the next annual meeting, and perform all duties incident to his/her office or which may be assigned to him/her by the Board of Directors.
He shall annually appoint a Board of Audit, consisting of not less than two members of the Association, whose duty it shall be to examine the books, accounts and records of the Association or any officer thereof, and said books, accounts and records shall at all times be open to the inspection of such auditors, individually or collectively. Any auditor or auditors thus appointed may examine or inspect such books or accounts at any time, and it shall be the duty of the Board of Auditors to make such inspection and examination and report their findings at the first session of each annual meeting, showing receipts and disbursements up to the opening of the annual meeting.

Section 4 - The 1st Vice President shall discharge the duties of the President in case of absence or disability, and shall perform such other duties as may be assigned by the Board of Directors. The 1st Vice President shall be chairperson of the Program committee.

Section 5 - The 2nd Vice President shall assist the officers in every way necessary during the period of the convention, and supervise admission of members and guests to the convention room. He/she shall perform such other duties as assigned him/her by the presiding officer. He/she will also serve as membership chairperson.

Section 6 - The Secretary Treasurer shall receive and disburse the funds of the Association. He/she shall keep all monies of the Association deposited in the name of the Association. He/she shall, as required, make reports to the board and give acceptable bond in such sum as may be determined. The bond shall be paid by the Association. It shall be his/her duty to collect and keep a record of information of value to members of the Association, conduct the official correspondence, send notices of Association meetings not less than thirty days in advance and maintain a record of the proceedings of the Association and Board of Directors. He/she shall perform such further duties as may be incident to this office. He/she shall have present at each meeting all the records, account books, check books and other documents belonging to the Association. At the expiration of his/her term of office, he/she shall deliver to the Board of Directors, all books, papers, and property of the Association.
The Secretary Treasurer shall receive an annual fee as determined by the Board of Directors. He/she shall be reimbursed for all expenses incurred in performance of official duties.

Section 7 - Any officer or director who shall sever his/her connection with the direction of a circulation department or the management of a newspaper or moves outside the territory of the Association shall be considered to have presented his/her resignation from office to the President or Secretary Treasurer, who shall notify the Board of Directors, which shall accept the resignation or retain the member in office until the next annual meeting.

Section 8 - A stipend, determined by the Board of Directors, shall be paid to the Chairman of the Carrier Day Program and the Buyers Guide.


ARTICLE 5

Section 1 - The Board of Directors shall consist of all officers and eight (8) members who shall be elected for a term of two years, four (4) of whom shall be elected each year.

Section 2 - Full management and control of the affairs of the Association shall be vested in the Board of Directors, which shall submit through the President a full report at each meeting of the Association.

Section 3 - The President shall have power to fill any and all vacancies that may occur at any time during the year. Appointments so made shall be deemed to expire at the next annual meeting of the Association.

Section 4 - The officers, directors and committee chairpersons shall meet at least twice during the year, once at the annual meeting and once during the alternate six months. These meetings shall be open to the entire membership and due and timely notice shall be given in writing by the Secretary Treasurer.


ARTICLE 6


A member who is also a member of the Newspaper Association of America (NAA) shall be elected every third year at the annual meeting to be presented by the New York State Circulation Management Association as its nominee for a directorship in the Newspaper Association of America. Credentials for this nominee shall be signed by the President and Secretary Treasurer, and sent to the Newspaper Association of America before the next meeting of the latter Association. As the elected NAA Director they will attend the NAA Board of Directors meetings and act in the interest of the majority of the members of NYSCMA and report proceedings of these meetings to the members of NYSCMA.


ARTICLE 7


Past Presidents of this Association shall constitute a special committee to be known as the Advisory Committee. They may attend meetings of the Board of Directors and in its deliberations they shall have voice without vote, and they shall act in an advisory capacity for the general good of the Association. They are encouraged to attend a meeting of the Advisory Committee which will meet at least once a year at the Annual Meeting.


ARTICLE 8

Section 1 - The Association shall hold one meeting a year to be known as the annual meeting. The President shall determine the date and place of the annual meeting subject to approval by the Board of Directors.

Section 2 - At the annual meeting of the Association a majority of the voting members present shall constitute a quorum.

Section 3 - At all Board of Directors meetings of the Association at least 6 Board Members, including 3 Officers, must be present to constitute a quorum.

Section 4 - The order of business at all regular meetings shall be as follows:

  1. Roll Call

  2. Reading of Minutes

  3. Communications

  4. Reports of Officers

  5. Reports of Committees

  6. General Business Session

  7. Unfinished Business

  8. New Business

  9. Elections (Annual Meeting) and Appointments

  10. Adjournment

    Section 4 - Unless otherwise specified, Roberts Rules of Order shall govern the conduct of meetings.


    ARTICLE 9

    All nominations of officers and directors shall be made in open session by individual members of the Association, or by nominating committee. Elections shall be by voice vote unless a ballot is requested. Only such members as are present being permitted to vote.


    ARTICLE 10

    The President shall have the authority to make reasonable expenses for promotional purposes in the interest of the Association, the amount not to exceed $600.00 per year without prior approval by the Board of Directors. The President to present an accounting to the Secretary Treasurer with a bill of particulars when reimbursement for expenses is desired.


    ARTICLE 11

    The constitution may be amended or altered by a two-thirds vote of those present at any annual meeting of the Association, or at a special meeting called for that purpose.


    May 10, 1994