Draft Bylaws

Draft Distributed April 21, 2003, for consideration of final passage at May 7, 2003, meeting

ARTICLE I. MEMBERSHIP

Section 1. Voting Membership

The SAA VOTING MEMBERSHIP shall consist of eleven (11) representatives elected by the eligible voters.

Eligible voters shall consist of all employees whose sole or primary contract of employment is with a cost center of Statewide Administration. These include regular and temporary employees, full-time and part-time and all employee classifications. This does not include student employees who are governed by a separate group.

Representatives shall be elected from geographic regions where Statewide employees are likely to be located.

<moved to Section 1> Only elected SAA representatives shall be voting members of the SAA. , except that If alternates are unavailable, <sentences 2 and 3 switched places> An elected representative may provide, by written proxy, voting privileges to another eligible voter for a specified meeting. Alternates may vote in the an elected representative's absence.

Section 2. Elections

<move to Section 2>The number of representatives shall be apportioned to each region on the basis of the proportion of total Statewide Administration employees contained within each region, except that each region with at least one five percent of all statewide employees shall be eligible for at least one representative.

<move to section 2>The term of office for representatives shall be two years. The SAA calendar year will coincide with the UA fiscal calendar year. Terms of office shall be staggered so that five are elected in odd-numbered years and six are elected in even numbered years. Elections shall be concluded at least one month prior to the annual on-site meeting in May June to allow for attendance and orientation of newly elected SAA

members.

<paragraph moved up> Except for the President of the University and all persons with Vice Presidential or equivalent rank, Any eligible voter who is a regular Classified or APT employee may be a candidate for a seat on the SAA. “Regular employee” is defined in University Regulation 04.05.020.

<paragraph moved up>A Nominations Committee is not required but may be formed to prepare for and handle elections. The Nomination Committee duties and reporting are as specified in Article 4, Section 3 of these Bylaws. If no Nominations Committee is formed, members of the SAA and System Governance staff will prepare for, and handle elections.

<new> Section 3. Alternates

In the event an SAA seat is vacated, the alternate with the highest number of votes received from that geographic region from from that region with the most votes in the most recent election shall fill the seat. In the event no alternate is available, a special election may be held for that geographic region, or the SAA President may appoint someone to complete the current year. If the vacancy was in the first year of the positions term, the position will be added to the number of vacancies at the next election, and filled for only one year.

Alternates shall consist of the pool of two non-elected candidates remaining from with the most votes in the most recent election. A representative may select any alternate to represent them for a given meeting. In the event an alternate fills a voting seat on SAA, the nominee with the next highest number of votes in the most recent election will fill the Alternate seat. Should this pool of alternates be exhausted, a representative is free to select any eligible voter, per Article 1 Section 12 of these Bylaws.

Section 34. Attendance, Absences, and Recall

Roll will be taken at each SAA meeting. In the event an SAA member must miss a meeting for medical or business reasons, the absence will be excused if he/she notifies the SAA President or System Governance prior to the meeting. The SAA member may designate a proxy as outlined in Article 1 Section 1. If an elected representative of the SAA misses two meetings of the SAA has two unexcused absences within a fiscal year, and does not send an alternate, the representative's seat may

be declared vacant by a majority of the SAA. In the event that position is declared vacant, that position will be filled per Article 1 Section 23 of these

Bylaws.

Any representative can be subjected may be subject to a recall if 25%percent of the SAA voting membership signs a petition to have the that representative recalled, and forwards it to the SAA President. A referendum vote of the representative’s geographic region's eligible voters will be taken conducted. A representative recall decision will be recalled upon a determined by the majority of the votes cast.

ARTICLE II. OFFICERS

The SAA officers shall be the President, Vice President and Secretary.

The SAA President, Vice President, and Secretary for the next fiscal year shall be elected for a one-year term from and by the SAA at its annual on-site

meeting.

The terms of the newly elected President, Vice President and Secretary shall be for one fiscal year (July 1 to June 30).

The President's responsibilities are to include:

· preside presiding at all meetings of the SAA,

· appointing special committees,

· filling vacancies on committees where such vacancies fall before meetings of the committees and prior to SAA meetings (such appointments are to be confirmed at the next sequential meeting of the SAA),

· serve serving on the Staff Alliance and the System Governance Council, and

· serve serving as a representative of for the SAA at the request of the Vice President for University Relations.

The President shall be an ex-officio member of all elected and appointed committees of the SAA, except as otherwise noted. The President may appoint the

Vice President as the designated representative on such committees.

The Vice President’s responsibilities are to include:

· preside presiding at the SAA meetings in the absence of the President,

· serve serving on the Staff Alliance, and

· serve serving as an alternate to the System Governance Council in the absence of the President.

The Secretary’s responsibilities are to include:

· preside presiding at SAA meetings in the absence of the President and Vice President,

· serve serving as an alternate on the Staff Alliance and on the System Governance Council in the absence of the President or Vice President.

· publishing the SAA Highlights in the week prior to the next SAA meeting.

In the event of a vacancy of an office, the SAA shall, at its next meeting, hold an election to fill the unexpired term, except that if the vacant office is that

of President, the Vice President shall become President. When this occurs, the now-vacant office of Vice President shall be filled by election at the next

meeting of the SAA. The succession of officers shall be President, Vice President, and Secretary. Should an office become vacant, it will be filled by the next successive officer. The office of Secretary will be filled by majority vote of SAA members at the next meeting.

ARTICLE III. MEETINGS

Section 1. Regular and Special Meetings

The Assembly shall meet at least once per month during the fiscal year. The schedule for the meetings shall be setup by the SAA President set at the annual on-site meeting.

A Special meeting or meetings of the SAA may be called by the Vice President for University Relations, the President of the University, the SAA President, by a simple majority of the SAA, or upon written request of one-fourth of the SAA membership.

Section 2. Agendas and Minutes

The Agendas and draft minutes of each regular or special meeting of the SAA and the Executive Committee shall be distributed to the SAA membership by the governance office at least ten calendar days three calendar days prior to the next meeting.

Each body of the SAA shall keep a record of its proceedings. The minutes of all meetings shall be available to members of the SAA and are available to the public.

All approved minutes and upcoming meeting agendas of any one committee shall be distributed, in a timely manner, to all other committees.

Section 3. Participation in Meetings

All meetings of the SAA are open to all members of the University and the general public; however, only members of the SAA may participate in the meeting unless the rules for participation in a meeting are suspended by a two-thirds vote of the members present. Public comments may be allowed at the discretion of the SAA President.

The SAA may meet in closed executive session at any meeting when the subject to be discussed tends to prejudice the reputation or character of any person, and when the subject under discussion includes matters which are required by law or University policy or regulations to be held confidential.

No speaker shall speak for more than five minutes on any one topic unless more time has been granted in advance. The SAA President shall may set time limits on each item of the agenda. and when this If a time limit has been reached, the item shall automatically be carried over carries to the end of the agenda. unless The time limit is may be extended by a two-thirds vote of the members present.

Section 4. Teleconferenced Meetings

Any regular or special meeting of the SAA Assembly or any of its bodies may be conducted by teleconference will be available via audio or videoconference when feasible.

Section 5. Time Limits on Speaking

Section 6 4. Motions and Resolutions

Motions are acts of legislation. while Resolutions are advisory in nature and are intended to reflect the general will of the SAA.

Section 7 5. Communications

The SAA shall communicate to Statewide employees via electronic mail. SAA agendas, minutes, directory and other information shall be posted on the Internet bulletin board SAA website for public access.

ARTICLE IV. COMMITTEES

Section 1. Employee Awards Committee

An Employee Awards committee shall be formed to solicit nominations for employee awards and decide on the select award recipients candidates. This committee shall consist of no more than nine members. and will be appointed by and include the President of SAA. The SAA President may select an SAA Officer to replace him/her on the committee. This committee can include SAA members, but is encouraged to include at least five Statewide regular employees, not on SAA, non-SAA members whose primary contract of employment is with a cost center of Statewide Administration. Any Employees nominated for an employee award is are not eligible to participate on this committee. The committee chair is responsible for distributing a copy of these by laws to the committee. The chair is also charged with communicating the Employee Awards Committee’s decision flexibility.

The procedures are intentionally left vague and are to be considered guidelines for the selection of outstanding employees. From that point The committee is free to decide the number of awards given, the type of awards given, and the process for selection from the nominations given to them collected. SAA designed flexibility into the program because it is believed that during some years there might be a greater number of employees’ worthy of recognition than in other years. Yearly employee conditions/circumstances might may merit a different style of presentation and selection. It is hoped that the special dynamics and skills brought to the selection committee will be reflected in how the awards are selected and presented.

The committee can only consider only awards for nominated people/ or departments. nominated through the solicitation of the nomination process. After narrowing the list of nominated employees and/or departments nominees down to the final awardees, the committee is required to explain exactly why they chose these individuals/department for special recognition. After this is done, candidates, the names of the awardees and their names and the descriptions of their contributions will be forwarded to the UA President for approval.

The Employee Awards Committee will cease to exist upon completion of these tasks for each year employee awards are given.

Section 2. Nominations Committee

A Nominations Committee may shall be appointed by the President of the SAA to prepare for, and handle elections. This committee shall consist of three eligible voters, if possible one from each geographic region where Statewide staff are located.

The duties of a Nominations Committee may be formed to include:

· soliciting nominations of candidates nominees,

· ascertaining candidate eligibility to run,

· prepare preparing and disseminate disseminating information on the candidates; candidate biographies,

· prepare, send out, receive, and supervise the preparing, distributing, collecting, and counting of ballots, and

· announce announcing the results of elections.

The Nominations Committee will solicit and provide to the newly elected SAA a list of eligible individuals interested in serving on various committees and councils.

The Nominations Committee will cease to exist upon completion of these tasks for each election.

Section 3. Formation of Ad Hoc Committees

Committees may be are formed on an as-needed basis. either by vote of the SAA membership or appointed by the SAA President at the request of the membership. Committee chairs are selected from the SAA membership. Committee membership will be filled by whatever method deemed appropriate by the SAA President and committee chair.

Committees shall report to the SAA at each regular meeting for the duration of the committee.

By the majority vote of those representatives present at any meeting, the SAA may establish any ad hoc committee it deems necessary for conducting SAA business. The SAA president shall appoint the members of any ad hoc committees.

The electorate of any geographic region may form an ad hoc committee for any business matter, whether or not currently under consideration by a SAA standing or ad hoc committee, and may submit reports and recommendations to the SAA on that matter.

The electorate of any one statewide administration employee type may form ad hoc committees on any business matter, whether currently under consideration by a SAA standing or ad hoc committee.

Any employee eligible to vote in the SAA elections is eligible to serve on committees as defined by these Bylaws. <moved down> The SAA president is an ex-officio member of all elected and appointed SAA committees.

If a committee member misses three meetings of that committee, that member’s position may be declared vacant by a majority of the committee present votes. <moved up> The chair of a committee shall notify the SAA, through the SAA President and the SAA Secretary, of any vacancies on their committee.

ARTICLE V. QUORUM

A quorum shall consist of a majority of the SAA voting membership. SAA alternates will may be counted as a present member for the purposes of obtaining a quorum.

There is no quorum requirement for committee meetings. Quorums shall be established individually by each committee.

ARTICLE VI. PARLIAMENTARY AUTHORITY

The parliamentary authority shall be Roberts' Rules of Order, Newly Revised, when not in conflict with any of the provisions of this Constitution or its Bylaws.

ARTICLE VII. ACTIONS OF UNIVERSITY PRESIDENT AND VICE PRESIDENT FOR UNIVERSITY RELATIONS COMMUNICATIONS

Section 1. Formal Actions of SAA

The SAA President or their designee, with the assistance of the governance office, shall make all necessary efforts to communicate formal actions of SAA, such as motions or resolutions, to an administration official and/or other appropriate decision makers and stakeholders in a timely manner. Likewise the SAA President shall communicate any decisions, responses, and/or feedback received.

SAA members and alternates should make reasonable efforts to communicate to their constituents information regarding formal actions of SAA which are under consideration or have been adopted. The SAA Secretary shall publicize formal actions and other activities of SAA as appropriate.

Section 2. Staff Alliance

Those SAA members who represent SAA on the Staff Alliance shall make all necessary efforts to communicate to SAA the proceedings, actions, and activities of interest. They shall take forward to the Staff Alliance any motions, resolutions, issues, or concerns of SAA for consideration.

Section 3. System Governance Office

The governance office shall maintain an electronic archive and backup of relevant information regarding SAA formal actions, activities, projects, events, and meetings. The governance office shall facilitate communications of SAA as appropriate.

Section 4. Executive Guidance

The Vice President for University Relations shall have has the right to veto any SAA actions. SAA actions shall be binding unless vetoed within 45 days of passage. The Vice President for University Relations may modify any action provided that the modification does not effectively contravene adversely affect or nullify the purpose or principle involved in the main action. <move up> The Vice President for University Relations, within 45 days of passage, shall convey in writing to the SAA President the reason for any disapproval or modification.

Any action approved by the SAA and vetoed by the Vice President for University Relations may be appealed to the President of the University by a two-thirds vote of a quorum of the SAA at the next regular or special SAA meeting following notice of the Vice President for University Relations' veto. If the President overrides the Vice President for University Relations' veto, the SAA action shall stand.

ARTICLE VIII. AMENDMENTS TO THE BYLAWS

Amendments to the Bylaws must be presented in writing by voting members of the SAA. The SAA President members and alternates shall receive copies of the proposed amendments at least two weeks before prior to the meeting at which they will be considered. <move up>Amendments to the Bylaws shall have first reading and discussion at the first meeting after they have been received. The amendments may then be voted put to a vote at the same meeting or postponed for further consideration. <moved up> Approval of Bylaw amendments shall be by a simple majority of the voting membership of the SAA.

Approved Bylaw amendments shall be sent to the Vice President for University Relations and to the President of the University for informational purposes.