Constitution and By-Laws

Revised September 17, 1997

ARTICLE I

The name of this organization shall be Maine WasteWater Control Association.

ARTICLE II

Our Mission is to promote professional environmental management practices to protect and improve the waters and related environments of the State of Maine.  To achieve this we will:

·        Promote training opportunities for wastewater treatment professionals;

·        Support a balanced view towards environmental policy;

·        Promote educational opportunities for the public regarding environmental issues;

·        Promote public awareness programs to enhance the image of wastewater treatment professionals.

ARTICLE III - MEMBERSHIP

Section 1 -        Membership may consist of five (5) classifications to be known as active, student, life, group, and corporate.

Section 2 -        Active members shall be any personnel currently employed by a wastewater treatment facility or involved in the collection and transportation of wastewater/sludge Biosolids or: any person interested in wastewater treatment in the State of Maine. Active members shall have the right to vote.  An active member may hold an elected office.

Section 3 -        Student members shall be regularly enrolled in college or university students who spend at least one-half of their time on academic course work or equivalent studies in the field of water, wastewater or the environment.  Student members shall have the rights and privileges of active members except for voting or holding office.  Student members may not retain this class of membership beyond the end of the calendar year in which they are enrolled as students.

Section 4 -        Life members shall be members in good standing for 20 years and who have attained the age of 65, or members who have been made honorary and shall be exempt from further dues.  Members over 65 years of age who have retired from active work in the field of water pollution control and who have paid dues for less than 20 years may be elected life members by unanimous vote of the Executive Committee.  Life members shall be entitled to the same privileges as an active member.

Section 5 -        Group members shall be two or more individuals representing a nonprofit organization that is interested in wastewater treatment in the State of Maine.  Group members have the right to vote.  Group members may hold an elected office.

Section 6 -        Corporate members shall be of any business, company or firm which deals directly or is interested in wastewater treatment in the State of Maine.  Corporate members shall have the right to vote.   Only Corporate membership allows the business, company or firm to pay reduced rates at all MWWCA conventions.  Corporate members may hold an elected office.

MWWCA AFFILIATION GOAL:

To provide Association membership the opportunity to strengthen its commitment to water quality through affiliation with other environmental focused organizations, and to benefit professionally from such a relationship.

CRITERIA FOR AFFILIATION:

Those professional organizations, which are actively involved with and dedicated to the protection and preservation of water quality and other natural resources, shall be considered for affiliation with the MWWCA.

COST OF AFFILIATION:

 No fee shall be charged for affiliation with the MWWCA.

 SERVICES AND AFFILIATE RESPONSIBILITIES:

 1.  The president or a designee of the affiliated   organization shall serve on the Maine WasteWater Control Association Executive Board in an advisory capacity only.

2.    The affiliate group shall have access to the MWWCA membership mailing list in exchange for its own.

3.     Members of the affiliate groups shall be offered the privilege of attendance at the spring and fall MWWCA conventions at MWWCA membership rates.  Attendance shall be coordinated through a duly authorized representative of the affiliate group.

4.     MWWCA publications shall be provided at no   charge, to the duly authorized representative of the affiliated group.

5.    The affiliate group shall be offered the privilege of securing a display table, at no charge, at the annual Spring Convention sponsored by MWWCA.  This is however, contingent upon a reciprocal agreement with the affiliate group.

6.    The affiliate group shall agree to offer the MWWCA the opportunity to co-sponsor training seminars and/or activities serving the direct interests of its membership in exchange for the same privilege.

AFFILIATE DECISION:

 Any group or organization interested in forming a professional affiliation with the MWWCA must submit a written request to the Executive Committee.  Approval shall be determined through a formal voting procedure to take place at a scheduled Executive Board meeting.

 MWWCA reserves the right to relinquish or withdraw an affiliation agreement if such association is deemed detrimental or contrary to the goals and reputation of the organization.

ARTICLE IV - DUES

 Section 1 -  The annual dues for active, student, group and corporate members shall be determined by the Executive Committee.  These dues shall be payable in advance of the fiscal year, which shall begin January 1st and end on December 31st.  No dues are payable in the case of members holding either honorary or life memberships.

MEMBERSHIP CATEGORIES:

·        Active Membership

·        Student Membership

·        Life Membership

·        Group Membership

·        Corporate Membership

  Section 2 - Membership of persons whose dues have not been paid   on or before December 31st shall be terminated January 31st.

ARTICLE V - MEETINGS

Section 1 -        There shall be regular meetings held at least twice each year.  The purpose of these meetings is expressed in the mission statement, article II.  The location for the meeting shall be selected by the Executive Committee.  Other meetings may be scheduled at other times of the year at the discretion of the Executive Committee.

Section 2 -         A business meeting shall be a part of the regular meeting.  Thirty days notice of such meetings shall be given by mail to all members.

 ARTICLE VI - ORGANIZATION

Section 1 -        The affairs of the Association shall be conducted by the members assembled at the regular meetings.  Between regular meetings the work of the Association shall be carried on by an Executive Committee.

Section 2 -        The officers of the Association shall be a President, a First Vice President, a Second Vice President and a Secretary/Treasurer.

Section 3 -       The Executive Committee shall consist of:

The President

The First Vice President

The Second Vice President

The Immediate Past President

The Secretary/Treasurer

The Chairpersons of Appointed   Committees

The DEP Representative

The MMA Representative

The NEWEA Representative

The Industrial Coordinator

Section 4 -        The term of office for the President, First Vice President and Second Vice President shall be one (1) year.  Officers, with the exception of the Secretary/Treasurer, shall be elected at the Fall meeting of the Association and will take office the following January 1st when the terms of President, First Vice President and Second Vice President expire. The Secretary/Treasurer shall be selected and removed by a majority vote of the Executive Committee.

Section 5 -        The President, First Vice President and Second Vice President shall not serve more than two (2) years consecutively in the same office.

Section 6 -        A quorum of the Executive Committee shall consist of a majority of its members.  Except for the President and Secretary/Treasurer, any member of the Executive Committee may designate a proxy to act for him/her if he/she is unable to attend a meeting.  All such proxies shall be counted in determining a quorum.  In no case shall any individual cast more than one vote.

ARTICLE VII - COMMITTEES

Section 1 -        In addition to the elected officers, there shall be several committees to carry on the technical and service affairs of the Association.  The following committees with designated chairpersons shall be appointed by the President:

A.     Government Affairs Committee

B.     Collection Systems Committee

C.     Convention /Vendor Committee

D.    Personnel Advancement   Committee

E.      Membership Committee

F.      Public Relations Committee

G.     Safety Committee

H.     Awards Committee

I.       Residuals Management Committee

J.       Pretreatment Committee

K.    Laboratory Committee

L.      Publication Committee

M.   Operations Challenge Committee

Section 2 -        The Government Affairs Committee shall focus on the promotion of legislation, which is in the best interest of the Association members. It shall keep the membership informed of legislative changes, which may effect their facility operation.

Section 3 -        It shall be the responsibility of the Collection Systems Committee to work with, and represent the portion of MWWCA membership involved in the collection of wastewater.

Section 4 -       The Convention/Vendor Committee will serve to coordinate activities for each scheduled meeting of the Association.  This includes the planning of technical sessions; arranging vendor display tables; and selecting the location of each convention, at minimum.

Section 5 -       The Personnel Advancement Committee shall work with certification issues; provide training opportunities for the membership; and promote the Wastewater Treatment Operator as a professional so as to provide career opportunities for the members of the Association.

Section 6 -       It shall be the assigned task of the Membership Committee to encourage and promote membership of the Association to qualified persons.

Section 7 -       It shall be the responsibility of the Public Relations Committee to publicize the activities and accomplishments of this Association and to further its goals as directed in the Mission Statement.  This Committee shall be responsible for the Associations' display booth.

Section 8 -       The Safety Committee shall review technical practices and emphasize detailed safety procedures.

Section 9 -        The Awards Committee shall be responsible for the scheduling and coordination of awards and scholarship(s) to be given at the scheduled conventions of this Association.

Section 10 -      It shall be the responsibility of the Residuals Management Committee to work with and represent the portion of MWWCA membership involved in all areas of sludge disposal (i.e., landfilling, incineration, land application, composting, etc.).

Section 11 -      The Pretreatment Committee shall exist to represent and work with issues related to the pretreatment of wastewater as it affects wastewater treatment systems and operations.

Section 12 -      The Laboratory Committee shall serve to provide a forum for MWWCA members to meet and discuss current issues regarding laboratory analyses associated with wastewater treatment operations.

Section 13 -       It shall be the responsibility of the Publication’s Committee to provide the association with an informative and professional publication that reflects the environmental concerns of the Association in Maine.

Section 14-       The Operations Challenge Committee shall promote the benefits of the program. This committee assists the competitors and acts as a liaison where appropriate. (Vendors, MWWCA, NEWEA, travel etc.)

Section 15-       The Executive Committee may, when it deems necessary, establish an ad hoc committee to accomplish a task that may not fall within the established scope of an existing committee. An ad hoc committee may also be established to perform a task that is within the scope of a standing committee, but because of constraints, can perform the task in a more timely and/or effective manner.  An ad hoc committee will enjoy the same privileges as all other committees.  Upon completion of its task or at the direction of the Executive Committee, the ad hoc committee will be discharged.

ARTICLE VIII - NOMINATION AND ELECTION OF OFFICERS

Section 1 -       The Executive Committee shall nominate one or more candidates for election to each of the officers prescribed in Article VI, Section 2, and obtain the consent of the nominees to serve if elected.  The nominations can be made and seconded from the floor during business meeting of the fall convention.

Section 2 -       Voting for the candidates shall be conducted by means of a written ballot or by a show of hands at the direction of the President.  In instances of more than one candidate for an office, the candidate receiving the majority of votes shall be declared elected.

Section 3 -       In the event of a vacancy in the office of the President, the First Vice President shall act in his/her place for the balance of the unexpired term.  In the event of a vacancy in the offices of First or Second Vice Presidents, or Treasurer, the Executive Committee shall have the authority to appoint an interim replacement.  This appointed person shall have the privilege of running for official nomination for election to office at the next scheduled meeting of the Association.

ARTICLE IX - PUBLICATIONS

Section 1 -       There shall be published a publication or section of affiliate publication which shall serve to disseminate items of interest to members of the Association.

Section 2 -       The Association’s publication shall be published not less than four times per year.  The dates of publication shall be determined by the Executive Committee.

Section 3 -       The Publication Chairperson shall be appointed by the President.

ARTICLE X - AMENDMENTS

Section 1 -       Upon petition of ten or more members, or upon the motion of the Executive Committee, amendments to the Articles of the Association By-laws may be made by an affirmative vote at regular meetings of a majority of the voting membership present, at least thirty days notice having been given of the proposed amendments in the call for the meeting.

ARTICLE XI - DISPOSITION OF ASSETS UPON DISSOLUTION

Section 1 -       In the event of dissolution of the Association, the property and assets thereof, after providing for all obligations and liabilities of the Association, shall then be disposed of exclusively for purposes voted upon by a majority of the Executive Committee. The assets must be distributed to such an organization(s) exempt from taxation under Section 501(c)(3) of the Internal Revenue Code of 1954.

FINANCIAL SECURITIES POLICY

In order to provide for the on-going security of the MWWCA finances and for the protection of its members responsible for handling and accounting of its monies, the following system has been established.

1.                  Maine Municipal Association will provide the following financial and bookkeeping services for MWWCA:

a.       Maintenance and management of MWWCA's operating checkbook; including processing of all deposits, invoices, issuance of checks, and account reconciliation under the direction and approval of the MWWCA Treasurer.

1)      Check Disbursements will handled as follows:

All invoices, requests for payment, etc. will be submitted to MMA on the appropriate check request form. MMA will process check requests and submit requests weekly to MWWCA Treasurer for approval. Once approved by MWWCA Treasurer, MMA will issuance MWWCA checks on a weekly basis.

b.    Preparation of annual IRS Informational Returns, in accordance with all regulations applicable to the current tax status of MWWCA. The MMA Controller, MWWCA President and Treasurer will sign IRS Forms.

c.    MMA will utilize proper internal controls to insure the on going security of MWWCA finances.

2.             MMA will provide monthly financial reports to the Executive Committee these consisting of a monthly balance sheet accounting for all MWWCA finances as of the last day of the preceding month and a check/deposit register for review and comment. The register shall include at a minimum:

a.       date of transaction,

b.      type of transaction,

c.       document number,

d.      check or cash recipient,

e.       account debited or credited.

3.             The MWWCA Treasurer will provide a monthly report of all MWWCA reserve accounts.  MWWCA Reserve Account is the responsibility of MWWCA Treasurer.  A special Grant Account for scholarships is the responsibility of the Treasurer.

4.             MWWCA billings shall be reviewed for accuracy and fairness by the Treasurer, and MMA Coordinator; and approved by the Treasurer prior to payment.

5.             The Treasurer shall obtain authorization from the President to authorize checks greater than $500.

6.             The Treasurer, in the name of the Association, for safekeeping of all financial investment and securities documents shall maintain a safety-deposit box. The President, Vice President and Treasurer will sign the signature card for the safety-deposit box.

7.             Each Committee Chairperson shall be responsible for the development and tracking of their individual fiscal budget amount.  A proposed, itemized budget shall be submitted to the incoming President, current President and Treasurer two months prior to the start of a new fiscal year.  Any/all requests for payments from the established accounts shall be documented in the form of a written request (see attached form).  These shall be maintained together with all monthly transaction records, by MMA.  (Note:  It is suggested that a copy be retained by the Committee Chair for on-going, independent accounting and tracking.)  Each committee shall allow a minimum of fifty dollars ($50.00) for miscellaneous expenditures.

MWWCA TRAVEL GUIDELINES

January 1996

STATEMENT OF INTENT

The Association wishes to have a document, which provides guidance for members who incur expenses through travel or associated activities while in the performance of their duties.  This recognizes that different situations may be encountered often at different levels and that some degree of flexibility is desired while maintaining proper accountability.

This has been written as a guideline rather than a policy for that reason.  It relies on the individuals involved to be responsible for judicious and careful expenditures of Association funds.

 GENERAL

Members who have been duly authorized by the Executive Committee or the President to participate in in-State and out-of-State conferences, meetings, or programs related to MWWCA business shall be reimbursed for reasonable expenses incurred in such participation.  This includes registration fees, transportation, tools, meals, and lodging.  Proper documentation will be required for reimbursement of such expenses.

 REIMBURSEMENT PROCEDURE

A MWWCA Travel Voucher will be submitted to the Treasurer.  This shall be accompanied by those receipts, which document the member's expenses.  This shall be submitted within 30 days of incurring the expenses or at the next regularly scheduled Executive Committee meeting, whichever is longer.

 MILEAGE REIMBURSEMENT

Mileage will be paid at a rate of twenty-seven and one half cents ($.275) per mile.  This will be paid only in those cases where the member uses their Personally Owned Vehicle (POV).  If a member utilizes an employer’s vehicle, fuel expenses will be reimbursed when requested.  The mileage will be paid from the member's home or office whichever is most appropriate and will be based on a round trip.  Members are expected to car pool when feasible.

PARKING FEES/TOLLS

Reimbursement for parking fees and tolls must be accompanied by receipts whenever possible.  MWWCA will not reimburse members for parking tickets and/or motor vehicle violations or infraction.

MEALS

Members will be reimbursed for meals including gratuities. Receipts will be required for all meal reimbursements.

LODGING

Members will be reimbursed for lodging.  Members are expected to find the best rate possible without compromising comfort, hygiene, or personal safety.  Members of the same gender are expected to share a room whenever possible.

MISCELLANEOUS EXPENSES

Miscellaneous expenses associated with Association travel may be reimbursed.  This will require an explanation on the travel voucher and proper documentation when available.  The Treasurer will use his or her judgment to determine if costs will be reimbursable.  The President will be consulted in those cases where a question exists.

For purposes of clarification, Miscellaneous Expenses would be relatively small sums of money which may be spent in copies, telephone, FAX, supplies, and various gratuities.

TRAVEL ADVANCES

Travel Advances will be issued.  Members must provide a written estimate of anticipated expenses.  The member will be responsible for properly documenting disposition of such funds.  In cases where this is not done, the member will be liable for reimbursing the Association for those funds not accounted for.

 Spouses or Other Family Members

The Association recognizes that spouses or family members may wish to accompany the member.  In such cases the following will apply:

 Meals:       The Association will not pay for spouse or family member meals.

 Lodging:     The Association will pay one half (1/2) of the cost of the room.  This is based on the single occupancy rate at the place of lodging.

Association events, which involve participation of family members or spouses, will be considered separately.

DISPUTE RESOLUTION

The Treasurer is responsible for disbursement of funds and accounting.  In cases where a dispute or conflict has developed, the President will make a decision as to whether a payment is to be made and what the amount will be.  In extreme cases the Executive Committee will become-involved and makes a determination.  In these cases resolution will be based on

 a.   Association By-Laws, or

b.   Standard Practice, or

c.   The intent of these guidelines, or

d.   A combination of the above.