By Laws
of
The Upper Midwest Utility Fleet Council

1. The formal name for this group is the Upper Midwest Utility Fleet Council.
2. This council will meet bi-annually, with the desired meeting dates being the 3rd Monday of April and the 3rd Monday of October.
3. The Council will hold its meetings in the Twin Cities area of Minnesota or at a mutually agreed upon location.
4. A predetermined meeting fee, recommended by the officers and approved by Council Members will apply per person, per meeting, to cover costs of hospitality, meeting room, evening meals, and refreshment breaks. Members are required to pay their own transportation, lodging, and other expenses. A temporary change in meeting fees may be established by majority vote.
5.

Meetings shall start no later than 1:00 PM on Monday.
6. Members will be personnel from utilities who deal with fleet equipment matters who experience similar operating conditions and problems. Membership to this Council is by member invitation only.
7. Associate members will be personnel from local vendors and distributors who supply products to Members. Any manufacturer represented locally shall not be eligible for individual membership. Any manufacturer not having local representation and wishing to become an Associate member may petition the council for an Associate Membership. A limit 3 representatives from a manufacturer/dealer. Members and Associate Members are requested to refrain from attending private offsite meetings during the council meeting dates.
8. The business portion of the meeting shall include, but not be limited to, the following topics:
a. Member, associate member introduction;
b. Approval of minutes of previous meetings;
c. Treasurer’s report of financial position;
d. Program chairperson’s report;
e. Old business; and
f. New business
9. Workshops and meetings shall consist of programs selected by the Council members, which deal specifically with matters of general interest to all members. The Program Coordinator shall be responsible to arrange for such programs, once the topics have been approved by the members.
10. The officers of the Council shall be as follows:
a. Chairperson, two year term
b. Vice Chairperson, two year term
c. Secretary/Treasurer, indefinite term
d. Hospitality Coordinator, three year term
e. Program Coordinator, indefinite term
f. Membership Coordinator/Historian, indefinite term
The Vice Chairperson shall succeed the Chairperson. The Program Coordinator shall be elected. The Hospitality Coordinator will be nominated by the associate members and elected by the members.

Election of other officers shall be conducted bi-annually at the April Meeting, with such officers being installed at the October meeting.
11. Duties of the Officers were defined as follows:
a. Chairperson
i. Preside over all Council meetings
ii. Administer to committee coordinators
iii. Communicate invitations to prospective new members and associate members.
b. Vice Chairperson
i. Preside over Council meetings in the event the Chairperson is absent
ii. Perform other duties of the chairperson as the need may arise to do so.
c. Secretary/Treasurer
i. Preside over Council meetings in the absence of the Chairperson and the Vice Chairperson.
ii. Accept registration fees from all members and associate members and disburse all funds as required.
iii. Record and prepare the minutes of all Council meetings and distribute copies to all members and associate members. Prepare a list of attending members.
iv. Record financial statements of income and expenses and distribute copies to members and associate members.
d. Hospitality Coordinators
i. Assign hospitality schedules for all associate members.
ii. Make arrangements for meals and refreshment break functions.
iii. Prepare budget for meeting expenses, present to Chairpersons and Secretary/Treasurer for approval.
iv. Arrange for all audio-visual aids for program.
e. Program Coordinator
i. Communicate potential program topics to members and contact prospective speakers for program.
ii. Arrange Council tours.
f. Membership/Historian Coordinator
i. Contact persons and utilities in order to investigate the possibility of increasing council membership.
ii. Maintain a working history of the Council.
12. Associates shall not bring or display any vehicles/equipment on the meeting place property during Council meeting times. If such vehicles or equipment are essential to a scheduled presentation, it may be included with prior approval of the Council Officers.
13.

Voting shall be done by members only at one vote per company on all by laws and organizational issues.