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Engineering Staff Advisory Council Bylaws

College of Engineering, The University of Iowa, Iowa City, Iowa

Article I
Name

The name of this organization shall be the Engineering Staff Advisory Council (ESAC) of the College of Engineering, The University of Iowa.

Article II
Purpose and Goals

The purpose of the Engineering Staff Advisory Council is to facilitate communication within the college, represent staff concerns and issues to College of Engineering Administration, and ensure staff involvement in committees and discussions that affect College of Engineering staff. The Engineering Staff Advisory Council is an elected body which represents staff members in the College of Engineering. This constituent group is composed of staff that are:

  1. Professional and Scientific,
  2. Merit Supervisory Exempt, and
  3. Merit Confidential.

The goals of the Council are to:

  1. Express the concerns of represented staff,
  2. Advocate changes or improvements for represented staff,
  3. Advise the Engineering administration on policies affecting staff members,
  4. Inform constituents of the activities of the ESAC,
  5. Promote Engineering relations within the University and the community of Iowa City and the State of Iowa,
  6. Interact and coordinate with Engineering Faculty Council and Engineering Student Council,
  7. Facilitate communication between staff and College of Engineering administration,
  8. Provide non-bargaining staff with a means to provide input on budget and salary policy applications specific to the College of Engineering,
  9. Facilitate participation of non-bargaining staff in other decision-making processes in the College, e.g., establishing practices for the involvement of staff in college/organization strategic planning, executive level searches, and internal process improvements,
  10. Develop a broader understanding among the staff of the strategic goals and challenges of the College,
  11. Assist in the application of general University policies and programs within the College, where discretion remains with the college on the actual policy application.
  12. Provide a forum for non-bargaining staff to bring forth concerns, advocate for changes or improvements, and advise administration on issues and policies affecting staff, as applied within the College, and
  13. Provide opportunities for bargaining staff to participate in local activities that are outside the scope of collective bargaining (such as diversity initiatives, reward and recognition, professional development, community building and philanthropic activities).

Article III
Organization

The Engineering Staff Advisory Council is composed of no more than one representative for every 10 employees in the constituent group as described in Article II.

Article IV
Council News

Council information will be published.

Article V
Operational Year

The operational year of this Council shall be from April 1 to the following March 31.

Article VI
Nominations to Engineering Staff Advisory Council Membership

* Section 1. A committee shall be appointed according to Article XIV, which will oversee nominations to the Council. This Committee shall be known as the Elections Committee.
* Section 2. In January, Council shall advertise upcoming nominations for Council membership. Nominations shall be sent to the Elections Committee of the Engineering Staff Advisory Council no later than the last business day of January.
* Section 3. Those eligible for nomination shall be permanent employees of the College of Engineering, either full time or part time, who are members of the constituent group.
* Section 4. Terms of Council membership shall be two years unless a vacated term is being completed, or if the Vice President/President Elect is in the last year of his or her Council term, in which case this member's term is extended an additional year in order to assume the President's duties.
* Section 5. Council members shall serve no more than two consecutive elected two-year terms. Reelection can be sought after a one-year leave.
* Section 6. Terms of Council membership shall be staggered two year terms.

Article VII
Elections to Engineering Staff Advisory Council Membership

* Section 1. The names of all eligible nominees shall be placed on the ballot. Ballots shall be prepared and approved by the Elections Committee. Ballots will be distributed to all employees no later than the end of the second week of February. The deadline for election of councilors will be two weeks after the distribution date.
* Section 2. Following the deadline date, election results will be approved and certified by the Elections Committee. In case of a tie, the winner shall be chosen by lot. Results of the election shall be given to the Secretary of the Council who will make the results a part of the permanent Council file.
* Section 3. Any candidate listed on the Council official ballot for annual election may ask for an audit of the election within seven days of the date of mailing of the election summary. Said audit request must be presented in writing to the chair of the Council Elections Committee. An authorized audit of election ballots shall be performed by an impartial third party.
* Section 4. All newly elected Council members will begin their term April 1.
* Section 5. In the event that a member of the Council leaves the College of Engineering the member will terminate the position on Engineering Staff Advisory Council on the date their position in Engineering terminates.

Article VIII
Officers

* Section 1. The officers of this Council shall be a President, Vice President/President Elect, and Secretary.
* Section 2. Nominations for the officers of ESAC shall be made at the February meeting. The President must have served the immediately preceding year on the Council prior to the time he or she will hold office. The Officers shall be elected by the council at the March meeting.
* Section 3. All officers of the Council shall assume their duties April 1.
* Section 4. If the office of President becomes vacant, the Vice President/President Elect shall become President for the remainder of that term and assume the office of President the following year. If the office of Vice President/President Elect becomes vacant, a Vice President/President Elect shall be elected from the Council membership to serve the remainder of the term, and assume the office of President the following year. If there is both an acting President and acting Vice-President, the acting President shall assume office of President the following year. If the Office of Secretary becomes vacant, the President shall appoint an Acting Secretary from the Council membership for the remainder of the term.

Article IX
Duties of Officers

The duties of the officers are those implied by their respective titles and as specified in these Bylaws.
* Section 1. The President:

  1. Perform such duties as usually pertain to the office of President.
  2. Preside at all meetings of the Council and Executive Committee.
  3. Prepare an agenda for each meeting.
  4. Appoint a President pro tem in the event of the absence of the President and Vice President/President Elect.
  5. Submit Council recommendations to appropriate College of Engineering officials.
  6. Represent Engineering Staff Advisory Council at College of Engineering Administrative meetings.

* Section 2. The Vice President/President Elect shall:

  1. Perform the duties of the President in the absence of the officer.
  2. Perform such duties as the President shall designate.
  3. Assume the office of President the following year.
  4. Serve as chair of the Elections Committee.
  5. Maintain a current description of each internal committee including information that would be useful to future council members.

* Section 3. The Secretary shall:

  1. Be responsible for minutes for meetings of the Engineering Staff Advisory Council and Engineering Staff Advisory Council Executive Committee.
  2. Be responsible for the ESAC meeting attendance roster.
  3. Send a note to the elected members congratulating them on their election to the Council and inviting them to attend the next meeting. Eight days following the date of mailing of the vote summarization or resolution of vote challenge, dispose of all ballots appropriately.
  4. Conduct correspondence as necessary.
  5. Forward ESAC meeting minutes to University Staff Council.

Article X
Executive Committee

* Section 1. Voting members shall include the President, Vice President/President Elect, and Secretary and one other member elected at the April meeting.
* Section 2. Nominations for non-officer Executive Committee position shall be made at the regular March and April ESAC meetings. Voting for these Executive Committee position shall take place at the April meeting.
* Section 3. The term of office for elected Executive Committee members shall be one year. After being elected to the Executive Committee for two consecutive years, an individual must remain off the Executive Committee for one year. The time spent on the Executive Committee by individuals who are the officers of the Council does not apply towards the election term restrictions.
* Section 4. There shall be no restriction as to length of Council membership to be eligible for Executive Committee.
* Section 5. The Executive Committee will formulate goals and direction for Council activities and advise and assist the officers of Council in carrying out the responsibilities of their office.
* Section 6. The Secretary shall prepare minutes of all Executive Committee meetings as part of Council records and distribute them to Council members.
* Section 7. Executive Committee meetings are called and chaired by the Council President not less than every two months.
* Section 8. Executive Committee will meet with the Dean of the College of Engineering no less than four times per year.

Article XI
Meetings

* Section 1. Meetings shall be held monthly and as necessary.
* Section 2. The meetings of the Council shall be open to the public. Executive sessions may be held by majority vote of the Council. In executive sessions, attendance is limited to members of the Council, the Dean of the College of Engineering or a personal representative designated by the Dean of the College of Engineering, and/or other persons approved by a majority vote of the Council. Some portion of each regular meeting must be open. A report of each executive session must be made in the next open meeting.
* Section 3. Special meetings may be called by the President.
* Section 4. Council members missing more than three of the regularly scheduled meetings during the year shall be sent a letter reminding them of their obligations to represent their constituents on the Council. Council members missing five or more of the regularly scheduled meetings during the year shall be subject to replacement upon the recommendation of the Executive Committee. The Secretary shall notify the President of the Council of a member missing three meetings, and shall notify the Executive Committee of a Council member missing five meetings.
* Section 5. The Council will meet with the Dean of the College of Engineering at a regular ESAC meeting once per year.

Article XII
Quorum

In order to transact business, a quorum of one more than one-third of the Council members must be present. To carry a motion, affirmative votes must be cast by one more than one-half of those voting.

Article XIII
Vacancies

In the event of an ESAC member vacancy during the year, the Elections Committee will use the current term's election results from which to select the next member by order of votes received as a potential nomination for replacement. Open Nominations will be sought from the floor at the next ESAC meeting. After review of all nominated candidates, the Elections Committee will make a recommendation to the Executive Committee of two (2) staff for each vacancy. The Executive Committee will then be responsible to complete final selection of a new member to serve the remainder of the vacant term until it expires.

Article XIV
ESAC Committees

The Engineering Staff Advisory Council may create committees to plan, develop, implement, or investigate activities and projects. The chair of a committee shall be an ESAC member. Any Merit or Professional and Scientific staff member employed in the College of Engineering may serve on an ad hoc committee. Council members are expected to actively serve on at least one ad hoc committee or the Executive Committee.

Budget and Planning Committee:
Purpose: To promote overall budget planning and advise the College of Engineering Administration on College resource acquisition and allocation in a manner that is consistent with the College’s strategic plan and the concerns of staff.

Scope of Concern:

  1. Gather input from constituency about needs and concerns of staff regarding budget.
  2. Meet, as appropriate, with the Dean of the College of Engineering and/or the Budget Officer of the College of Engineering to discuss budget issues of specific concern to staff.
  3. The Engineering Staff Advisory Council President will appoint the Chair of the Budget and Planning Committee.

Membership:

  1. Members: No restriction on the number of members.
  2. Open to all current members of the Engineering Staff Advisory Council.
  3. Term: 1 year

Bylaws/Policies & Procedures Committee:
Purpose: To review, facilitate discussion and make recommendations regarding bylaw revisions and policy statements.

Scope of Concern:

  1. Review bylaws and recommend amendments that are appropriate and consistent with current bylaws, with support from concerned constituency.
  2. Send approved bylaw changes to the College of Engineering Web Master to update the web site.
  3. Review proposed policies or revisions of policies for appropriateness, consistency with current University policies and support from concerned constituency.
  4. Act as parliamentary advisory in order to maintain productive ESAC meetings.

Membership:

  1. Members: No restriction on the number of members.
  2. Open to: Current Council members. If available a non-Council member may be included to act as an expert or advisor on Bylaws and/or University policy.
  3. Term: 1 year

Elections Committee:
Purpose: To solicit candidates for vacant seats on the Council, and for the office of President, Vice President/President Elect, Secretary, and Executive Committee. To carry out elections in accordance with the Council bylaws.

Membership:

  1. Members: 3-5 Council members.
  2. Open to: Current Council members not seeking reelection.
  3. Term: 1 year.

Article V
Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order Newly Revised, shall govern all proceedings of the Council.

Article XVI
Amendments

These bylaws may be amended at the regular monthly meeting of the Council by a two-thirds vote of those present, provided that the amendment has been introduced to the Council at the previous regular meeting.

The University of Iowa College of Engineering