HUSA Constitution and By-Laws Download entire document Article I: Name The name of the organization shall be the HAMLINE UNIVERSITY STAFF ASSOCIATION, hereinafter referred to as HUSA. Article II: Vision and Mission The staff of Hamline University strive for excellence in service to the university's students, faculty, fellow staff members, and the community at large. The staff play an essential role in supporting the university’s mission of creating “a diverse and collaborative community of learners dedicated to the development of students’ knowledge values, and skills for successful lives of leadership, scholarship, and service.” The mission of the Hamline University Staff Association is to improve the work environment and represent the interests and concerns of staff in the overall governance structure of the university. Therefore, HUSA serves to enhance work performance by building community in the following ways: Facilitating staff input and feedback in university policies; Providing a voice of advocacy for staff interests; Encouraging communication among staff, administration, faculty and students; Promoting professional development opportunities for all staff members; Maintaining a commitment to diversity; Providing support to all staff working toward an inclusive environment free of all forms of harassment and oppression. Article III: Membership All non-faculty staff (full-time and part-time, exempt and non-exempt, union and nonunion), are members of HUSA. Student employees are not considered staff. Article IV: Executive Committee Section 1 – Officers and Terms The Executive Committee of HUSA shall be: President, Vice President, President Emeritus, Secretary/Treasurer, Past Secretary/Treasurer, and at least ten additional representatives. All attempts shall be made to maintain equal representation of exempt and non-exempt staff across University divisions and areas on this committee. Individuals need to serve at least one year as a representative before they can be appointed to the Vice President executive position. All terms shall begin July 1 and follow the fiscal calendar, therefore expiring June 30 of the appropriate year. Terms of each office are: 1 year - Past Co-Chair Secretary/Treasurer Representative 1 to 2 years - Past Secretary/Treasurer Co-Chair I 2 years - Co-Chair II, Communications Coordinator Representatives may serve more than one term consecutively. Representatives will have the option of renewing their position for an additional third year. If a representative elects to renew their position for an additional third year, the HUSA President must be notified no later than the first day of Spring Term 2. A representative who is elected Vice President with only one year remaining on his/her representative term will automatically have that term extended without having to stand for general election. Section 2 – Officer Duties All Executive Committee members shall: Provide regular communication regarding HUSA activities with University staff within her/his area and job classification; Bring issues raised by or regarding staff to Executive Committee meetings as they occur; Encourage staff to serve on the Executive Committee; Participate in welcoming new staff members into the Hamline University community. Other duties/activities as assigned; Provide representation at University open forums, meetings, etc. President shall: Call and conduct meetings of the Executive Committee; Set the agenda for these meetings in consultation with other members of the Executive Committee; Act as spokesperson for HUSA to the President, the Administrative Cabinet and other groups as requested. They shall appoint a member of the Executive Committee to serve as an alternate when necessary. The Vice President shall: Fulfill the duties of the president in their absence; Coordinate HUSA standing committees. The Secretary/Treasurer shall: Schedule meetings of the Executive Committee; Record and distribute minutes of all Executive Committee meetings to each member of the Executive Committee; Compile and distribute all agendas; Serve as the custodian of all funds, accounts, financial records of HUSA, including any collection and disbursement of funds; Record attendance of HUSA representatives at appropriate meetings. Representatives shall: Represent their departments and the staff in general; Be appointed to serve on University standing committees, HUSA committees and other committees where membership would be beneficial to staff and the University. Communication Coordinator shall: Coordinate all items in the communication plan; Manage HUSA website including posting of HUSA meeting times and locations. President Emeritus and Past Secretary/Treasurers shall: Function in an advisory capacity to the Executive Committee in order to provide continuity in the operation of HUSA; No longer serve in a voting capacity. Section 3 – Meetings The Executive Committee shall meet at least once a month to receive reports from members serving on other University committees and to discuss issues affecting staff. Meetings of the Executive Committee shall be held at a time and place designated by the President. Notice of all meetings shall be posted prior to the meeting on the HUSA website. All agenda items shall be submitted to the Secretary/Treasurer. Each member of the Executive Committee shall be provided with a copy of the meeting agenda prior to the meeting. All regular meetings of the Executive Committee shall be open to the full HUSA membership. Any HUSA member may request and receive minutes from the Secretary/Treasurer. Any member of the Hamline community may bring agenda items to HUSA. The President/Vice President may call a special meeting of the Executive Committee at any time. The Executive Committee shall call at least one general meeting per year for all HUSA members. Section 4 – Nominations and Elections The Nominating Committee shall coordinate annual elections for all vacancies among representatives) Individuals can self nominate. In the absence of self-nominated candidates, the President may appoint members to executive position. Presidential appointments must be approved by the Executive Committee. Nominees shall be notified of their nomination and be given five working days to accept their nomination. Candidates for representative shall have been employed by Hamline for at least six months immediately prior to the date of election. Elections for representatives shall be conducted no less than 4 weeks prior to Spring Commencement. Representative candidates elected by receiving the highest number of votes shall be notified of the results of the election within 10 working days after the election. HUSA Officers will be elected by a vote of the Executive Committee. The elections of HUSA Officers will be coordinated by the returning President. Candidates for the office of President Elect and Secretary/Treasurer must currently be a member of the Executive Committee and must have a minimum of six months experience on the Committee. Individuals can self-nominate. Candidates for HUSA Officer positions elected by receiving the highest number of votes as officers and representatives shall be notified of the results of the election within five business days after the election. In case of a tie in the election of HUSA Officers, a runoff election among the tying candidates shall be held. A candidate may withdraw his/her name from the runoff ballot. If only one person remains on the ballot, that person shall be declared elected. Votes shall be retained by the chair of the Nominating Committee for a period of six months from the date of publication of the results of the election. No member may hold more than one elected office at a time on the HUSA Executive Committee. Officers and representatives shall assume their duties on the first day of July following their election. They shall be introduced at the first Executive Committee meeting following their election. Section 5 - Quorum & Voting For an issue that would affect the membership at large, a quorum is not necessary. A call for the vote will be issued to all campus staff and the decision will be based on a majority of those choosing to vote. For an issue that affects only the workings of the Executive Committee, a quorum is necessary and is represented by a simple majority of the Executive Committee. Quorum is defined as 50% of the voting membership of the HUSA Executive Committee plus one additional voting member of the Executive Committee. Section 6 – Vacancies Vacancies shall occur when an officer or a representative: terminates employment at Hamline University; changes employment classification (i.e. becomes faculty); gives reasonable notice, in writing, to the President or Vice President; fails to attend at least 50 percent of the meetings of the Executive Committee called in any four month period, without good reason; after review or, fails to perform the duties of the office, after a review and vote by the Executive Committee. A vacant Representative position will be filled by the first-runner-up from the previous election, who will serve for the remainder of the vacant term. The replacement Representative will fulfill the prior Representative’s committee assignments. If the remainder of the term is less than 6 months, the Representative will serve for the remainder of the vacant term plus one year. In the event that the first runner-up from the previous election is not available to fill the position, the vacant Officer position will be filled by a vote of the Executive Committee.The President and Vice President shall conduct a biannual review of Executive Committee attendance. Section 7 - Publication of Documents The text of the Constitution and Bylaws shall be published on the HUSA website and made available in hard copy for members of the campus community on request. Minutes of all meetings of the Executive Committee will be posted on the HUSA website within two weeks of Executive Committee meetings. Article V: Committees, Representatives & Other Organizations Section 1 – HUSA Standing Committees All standing committees will be chaired by a member of the Executive Committee. All committee chairs shall report to the Executive Committee at its next meeting. There are four standing committees: Elections Committee (overseeing the annual nomination and election process). Services for Staff Committee (employee enrichment, to generate ideas and execute campus-wide programs geared to the needs and/or interests of staff, provide professional development opportunities). Communication Committee (welcoming new employees, mentoring, cross-university communications and connections). Events Committee (executing the fall and spring all-staff meetings). Section 2 - Ad Hoc Committees Members of the Executive Committee will create ad hoc committees as needed. Ad hoc committees may be comprised of a mix of campus staff and members of the Executive Committee. All ad hoc committees will be chaired by a member of the Executive Committee. All Ad hoc committee chairs shall be appointed by the HUSA President and Vice-President for a defined term. All committee chairs shall report back to the Executive Committee at its next meeting. Ad hoc committees will disband after completion of stated goals. Article VI: Amendment of the Constitution & Bylaws This Constitution and Bylaws may be amended by a majority vote of the Executive Committee. Amended and approved by Hamline University Staff Association Executive Committee, June 2012.