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Engineering Staff Advisory Council Bylaws
College of Engineering, University of Iowa, Iowa City, Iowa
The name of this organization shall be the Engineering Staff Advisory Council (ESAC) of the College of Engineering, the University of Iowa.
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 that represents staff members in the College of Engineering. This constituent group is composed of non-bargaining staff who are:
- Professional and Scientific,
- Merit Supervisory Exempt, and
- Merit Confidential.
The goals of the council are to:
- Express the concerns of represented staff,
- Advocate changes or improvements for represented staff,
- Advise the engineering administration on policies affecting staff members,
- Inform constituents of the activities of ESAC,
- Promote engineering relations within the university and the community of Iowa City and the state of Iowa,
- Interact and coordinate with the Engineering Administrative Council, Engineering Faculty Council, and Engineering Student Council, as needed,
- Facilitate communication between staff and all College of Engineering administrators,
- Provide non-bargaining staff with a means to provide input on budget and salary policy applications specific to the College of Engineering,
- 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),
- Develop a broader understanding among the staff of the strategic goals and challenges of the college,
- Assist in the application of general university policies and programs within the college, where discretion remains with the college on the actual policy application.
- 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
- 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).
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. The maximum number of members is 11, excluding non-council advisors.
Council information will be published. Minutes of ESAC meetings are to be published electronically. There are no minutes kept for executive committee or ad-hoc meetings.
The operational year of the council shall be from July 1 to the following June 30.
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 May, 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 third week of May.
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 as defined in Article II.
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. Terms of council membership shall be staggered two-year terms.
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 electronically to qualified employees according to section II no later than the last business day of May. The deadline for election of councilors will be one week 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 records.
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 notified of the election summary. Said audit request must be presented in writing to the chair of the 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 beginning with the first July meeting of the council.
Section 5. In the event that a member of the council leaves the College of Engineering, the member’s position will terminate on Engineering Staff Advisory Council on the date their position in engineering terminates.
SECTION 6. Vacancies will be filled according to article XIII.
Section 1. The officers of this council shall be a President, Vice President/President Elect, Treasurer, and Secretary.
Section 2. Nominations for the officers of ESAC shall be made and the officers shall be elected and assume their positions at the July meeting. The President must have served the immediately preceding year on the council prior to the time he or she will hold office.
Section 3. All officers of the council shall assume their duties beginning with the first July meeting of the council.
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 Treasurer or Secretary becomes vacant, the President shall appoint an acting Treasurer or Secretary as appropriate from the council membership for the remainder of the term.
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 shall:
- Perform such duties as usually pertain to the office of President.
- Preside at all meetings of the council and executive committee.
- Prepare an agenda for each meeting.
- Appoint a President pro tempore in the event of the absence of the President and Vice President/President Elect.
- Submit council recommendations to appropriate College of Engineering administration.
- Represent Engineering Staff Advisory Council at College of Engineering administrative meetings, as needed. Create and amend a list of ESAC projects and accomplishments for distribution and advertising for ESAC events, including elections.
- Initiate the formation of all standing committees (not including ad hoc committees).
Section 2. The Vice President/President Elect shall:
- Perform the duties of the President in the absence of the officer.
- Perform such duties as the President shall designate.
- Assume the office of President the following year.
- Serve as chair of the Elections Committee.
- Maintain a current description of each standing committee and ad hoc committee internal committee including information that would be useful to future council members.
Section 3. The Secretary shall:
- Be responsible for meeting minutes as defined in Article IV.
- Inform council members of upcoming meetings and events at least one week in advance.
- Reserve rooms and facilities to host meetings.
- Post agendas and minutes for public access.
- Work with the college webmaster to maintain the ESAC website.
- Target having minutes posted within one week after council meetings.
- Be responsible for the ESAC meeting attendance roster.
- 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.
- Conduct correspondence as necessary.
- Forward ESAC meeting minutes to University Staff Council.
- Notify the President if a councilor misses three or more monthly meetings.
- Notify the Executive Committee if a councilor misses five or more monthly meetings.
Section 3. The Treasurer shall:
- Be responsible for all financial record keeping activities for the council and defined committees.
- Work with college financial staff to prepare a financial statement for each monthly meeting and arrange for payment of products or services obtained.
- Present financial statements to the council and make available on the ESAC website for review.
- Gather input from constituency about needs and concerns of staff regarding budget.
- 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.
Section 1. Voting members shall include the President, Vice President/President Elect, Treasurer, and Secretary.
Section 2. The term of office for elected Executive Committee members shall be one year.
Section 3. There shall be no restriction as to length of council membership to be eligible for Executive Committee.
Section 4. The Executive Committee will formulate goals and direction for council.
Section 5. Executive Committee meetings are called and chaired by the council President not less than every two months.
Section 6. Executive Committee will meet with the Dean of the College of Engineering no less than two times per year.
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.
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 councilor absences as defined in Article IX.
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.
In the event of an ESAC member vacancy during the year, the Elections Committee will review candidates from the most recent election who were not elected as ESAC members. 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 a potential replacement 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.
The Engineering Staff Advisory Council consists of four standing committees and ad hoc committees. The council may create ad hoc committees to plan, develop, implement, or investigate activities and projects. The chair of each committee shall be an ESAC member. Any 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.
Bylaws/Policies & Procedures Committee:
Purpose: To review, facilitate discussion, and make recommendations regarding bylaw revisions and policy statements.
Scope of Concern:
- Review bylaws and recommend amendments that are appropriate and consistent with current bylaws, with support from concerned constituency.
- Send approved bylaw changes to the College of Engineering webmaster to update the website.
- Review proposed policies or revisions of policies for appropriateness, consistency with current university policies, and support from concerned constituency.
- Act as parliamentary advisory in order to maintain productive ESAC meetings.
- Members: No restriction on the number of members.
- 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.
- Term: 1 year
Purpose: to carry out elections in accordance with the council bylaws and to solicit candidates for vacant seats on the council, for the office of President, Vice President/President Elect, Secretary, and Executive Committee. Chaired by the Vice President/President Elect.
- Members: 3–5 council members.
- Open to: current council members not seeking re-election.
- Term: 1 year.
Staff Award Evaluation Committee:
Purpose: To solicit, review, and select recipients of the Mary Sheedy Staff Excellence, Staff Service, and Staff Research Awards.
Scope of Concern:
- Solicit nominations for the annual staff awards given by the College of Engineering. Nominations can be received from student, staff, and faculty. Self-nominations can be made for the Staff Service Award.
- Select one or more representatives from outside of the College of Engineering who have either received a staff award or can provide expertise, to review and select recipients of the awards.
- The committee should also consist of award winners for all three awards from the previous year or most recent winner available for participation.
- Review nominations, verify that all required information is included, and make selection.
- Forward recipient information to the Dean for final approval.
- Members: No restriction on the number of members.
- Open to: Staff in the College of Engineering, current ESAC members, and recipient of a staff award from outside the College of Engineering.
- Term: 1 year
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern all proceedings of the council.
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.