HUSA Constitution and By-Laws Download the HUSA Constitution in PDF format. 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: President Emeritus Past Secretary/Treasurer 1 to 2 years: President, Vice-President, Treasurer, Secretary 2 to 3 years: Representative 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 – Executive Committee Duties All Executive Committee members shall: Attend all regular and special meetings of the Executive Committee. 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. HUSA Officers shall: Meet as a group outside of the Executive Committee meeting as necessary. Have access to the HUSA email account, Google Drive, and shared drive (the President shall be responsible for managing access). The 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 and other groups as requested. They shall appoint a member of the Executive Committee to serve as an alternate when necessary. Responsible for maintaining HUSA email account and distributing all-staff emails. Serves on Campus Planning Committee and liases to Faculty Council. The President may employ executive order or privilege if necessary. The President must communicate the rationale behind using executive order or privilege to the Executive Committee as a whole and the explanation shall be recorded in the minutes. Serve on Elections HUSA subcommittee. The Vice President shall: Fulfill the duties of the president in their absence. Serve on Administrative Cabinet as HUSA Representative. Will serve as the President when the President vacates the role (either due to term expiration or another reason detailed under Section 6 - Vacancies). The Vice President may decline to serve as President; if this happens, the Executive Committee will hold a special election. Serve on Services to Staff HUSA subcommittee. The Treasurer shall: Serve as the custodian of all funds, accounts, financial records of HUSA, including any collection and disbursement of fund. Maintains the budget online. Coordinates any reimbursements. Works closely with subcommittees holding events. Serve on Events HUSA subcommittee. The Secretary shall: Schedule meetings of the Executive Committee. Record and distribute minutes of all Executive Committee meetings to each member of the Executive Committee. Distribute all-staff emails as necessary. Compile and distribute all agendas. Record attendance of HUSA representatives at appropriate meetings. Coordinate with communication committee. Manage HUSA website including posting of HUSA meeting times and locations. Serve on Communications HUSA subcommittee. Representatives shall: Represent their departments and the staff in general. Liaison capacity to divisions that are not represented. Recruitment of members. Serve on a HUSA subcommittee. Be appointed to serve on University standing committees, HUSA committees and other committees where membership would be beneficial to staff and the University. Executive Committee members may volunteer for university-wide committees, but are subject to election policies for said committees. 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 current university-wide committees (see current university wide committees section) and to discuss issues affecting staff. Committees include Budget Advisory, Administrative Cabinet, Benefits Advisory, Diversity Initiatives Steering Committee (DISC), Staff Diversity Development Initiative (SDDI) Committee, Campus Planning Committee, and other committees as appropriate. 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 Google account/site/calendar, a link to which will be posted to the HU website. All agenda items shall be submitted to the President. Each member of the Executive Committee shall be provided with a copy of the meeting agenda prior to the meeting via Google Drive. ll 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. Any member of the Hamline community may bring agenda items to HUSA. In certain cases, agenda items may be delegated to an appropriate HUSA subcommittee. The President/Vice President may call a special meeting of the Executive Committee at any time. The Executive Committee shall call at least two all-staff meetings per year for all HUSA members (one fall, one spring). Section 4 – Nominations and Elections The Nominating Committee shall coordinate annual elections for all vacancies among representatives. Candidates for representative shall have been employed by Hamline for at least six months immediately prior to the date of election. Individuals can self nominate. In the absence of self-nominated candidates, the Executive Committee may nominate candidates for the all-staff election. In this case, nominees shall be notified of their nomination and be given five working days to accept their nomination. Elections for representatives shall be conducted no less than 4 weeks prior to Spring Commencement. Representative candidates are elected by receiving the highest number of votes from an all-staff election. The Elections subcommittee will coordinate recruitment of candidates and all election logistics in collaboration with the President, including soliciting candidate bios and counting votes. Elected representatives shall be notified of the results of the election within 10 working days after the election. Votes shall be retained by the Elections Committee for at least six months after the all-staff 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 Vice President, Secretary, and Treasurer must currently be a member of the Executive Committee and ideally will have a minimum of six months experience on the Committee. Individuals can self-nominate. Candidates for HUSA Officer positions shall be elected by a vote of the Executive Committee. Elected HUSA Officers 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. 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 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. For issues that affect the membership at large, an Executive Committee vote is not sufficient. 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. Section 6 – Vacancies Vacancies 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. The President and Vice President shall conduct a biannual review of Executive Committee attendance. 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. If the first runner-up is not available, the remaining runners-up will be asked in order of most to least votes received. In the event that there are no runners-up available, the vacant Representative position will be recruited and filled by a vote of the Executive Committee.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. 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 and other Organizations Section 1 – HUSA Standing Committees Committees shall be chaired by a HUSA Officer for a term of one year. Committee chairs shall be decided at the first Executive Committee meeting of the fiscal year. All committee Chairs shall give reports to the Executive Committee as needed. There are four standing committees: Elections Committee: overseeing the annual nomination and election process; coordinating all-staff elections for university-wide standing committees; other all-staff votes as needed. Services for Staff Committee: name and charge to be revised in 2014-2015. Communication Committee: cross-university communication and publicity. Events Committee: fall and spring all-staff meetings; other events as necessary. All committees shall document their activities and processes for future Executive Committee reference on an annual basis. For the reference of future subcommittee members, each subcommittee shall provide a brief overview of the subcommittee’s work that year and an updated summary of any subcommittee processes to the HUSA Secretary by June 30. 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 B. 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 as needed. Ad hoc committees will disband after completion of stated goals. Article VI: Amendment of the Constitution and 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 in October 2014.