updated as of June 2011
ARTICLE I ORGANIZATION
Section 1: Name and Membership
This organization shall be known as Classified Employees Association (CEA) and may be
referred to throughout this document as "CEA" or "Association." All contract employees of
Utah State University holding a Non-Exempt position are members of this association.
Section 2: Association Year
The calendar year of the Association shall be July 1 through June 30.
Section 3: Classified Employee Association Executive Board
The Executive Board is the administrative body of CEA and consists of: President, Vice-
President, Secretary, and Treasurer. These officers are the elected leadership of the Association.
They serve along with the appointed standing committee chairs.
Section 4: Classified Employee Association Standing Committees
Standing Committees are as follows: Benefits, Employee Enhancement, Employee Relations,
Scholarship, Employee Recognition, Media and Public Relations. The Chair or the appointed
representative of these committees are representatives of CEA along with the Executive Board.
Section 5: Meeting and Attendance
All regular and special meetings of CEA (except grievance meetings) shall be open to any Non-Exempt classified employee of Utah State University, and invited guests. A quorum for Executive Board and standing committee members is stipulated to be 66% of the voting membership. If a standing committee is not functioning and has no Chair, the quorum will be reduced by that number. A quorum for CEA meetings involving the entire membership is stipulated to be 33%.
Section 6: Voting at Executive Board, Standing Committee and CEA Meetings
Voting can only take place when a quorum (as stipulated in Article I Section 5) is present. Items voted on shall pass by majority vote. The presiding officer will vote in the event of a tie only.The CEA President's vote is required to continue a term of chair for a standing committee.Committee members will have one vote only and may vote by a designated committee member if appointed member is unable to attend. Voting will be recorded.
ARTICLE II PURPOSE
Section 1: Mission Statement
The Classified Employee Association supports the mission, goals, and objectives of the University, provides representation to the administration and University committees, recognizes the dignity of individuals, and promotes excellence and service.
Section 2: Goals and Objectives
To accomplish the mission of CEA, activities will be designed to promote and enhance:
• The individual classified employee's professional/technical development and enrichment,
• Each person's unique abilities to provide excellence and service to the University and the
workforce as a whole.
• Better relationships and understanding between members and within the University,
related organizations, and the community.
• Help to develop USU-level policy amendments to alleviate common workplace issues
and review USU policies with respect to their application to association members.
Policies shall be reviewed in relationship to current regional, statewide, and national
trends and concerns.
ARTICLE III OFFICERS AND DUTIES
Section 1: Officer Elections
The Vice President, Secretary, and Treasurer are selected by election with the Vice President succeeding to President. The Employee Relations Committee will oversee the elections and announce the new officers at the annual banquet. CEA members shall submit nominations for elected officers to the Employee Relations Committee. Ballots with the nominees shall be sent to all CEA members via electronic or conventional mail. Ballots must be returned in 10 working days from date sent and counted/verified by Employee Relations Committee. Election to the position shall be by majority vote of the returned ballots.
Section 2: Term of Office
Elections shall be held to allow new officers to begin term July 1. The term of office shall be two consecutive years as defined under Article I Section 2. Vice President elections are held every two years. This individual serves two years as Vice President and then two years as President. Secretary elections should be held on even years and Treasurers on odd years so as to alternate these positions. The Secretary and Treasurer may be appointed by the Executive Board to serve an additional term in the event that no nominations are submitted.
Section 3: President
The chief executive officer of CEA presides at all board meetings, forums, and meetings that are held with the entire membership of the association and serves as the CEA representative to other organizations. In conjunction with the Executive Board, shall guide and promote the mission of CEA. Serves as a representative of CEA to various University committees as appointed. Attends the Board of Trustees meeting and reports to the Executive Board.
Section 4: Vice President
The Vice President coordinates CEA Week. In the absence of the President, all powers and prerogatives of the President shall be assumed by the Vice President who shall succeed to the President at the end of the President's term or if it becomes vacant. Serves as a representative of CEA to various University committees as appointed.
Section 5: Secretary
The Secretary shall prepare Board meeting agendas and record all resolutions and proceedings of the Board. Perform other secretarial duties on behalf of the Board and the Association; assist the President in conducting all correspondence relating to the Association. The Secretary is responsible for all CEA books, papers, records, and historical documents.
Section 6: Treasurer
The Treasurer manages all funds pertaining to CEA and keeps detailed financial records of adopted budgets, annual budget proposals, and year-end financial reports, which shall be submitted and reviewed by the Executive Board. Monies for travel and large purchases (over $250.00) must first be approved by majority of the Executive Board. The Treasurer shall sign all disbursement of monies. In the absence of the Treasurer, the President or Vice President may make necessary disbursements of monies.
ARTICLE IV EXECUTIVE BOARD
Section 1: Composition
The Executive Board shall consist of all duly elected officers and chairs of the standing
Section 2: Meetings
Board meetings shall be held the third Thursday of each month. Proposals for action by the Board shall be presented to a member of the board one week prior to the Executive Board meeting for inclusion on the agenda. Reports from the Standing Committee Chairs will be given at each Board meeting.
Section 3: Duties
The Executive board is responsible for the ongoing operation of the Association, determine
policies of the Association, subject to approval of the general membership, supervise finances of the Association, and approve appointments of standing committee members and chairs. Information concerning action taken by the Executive Board will be distributed to the membership through the quarterly newsletter, forums, and/or via email and the CEA home page. Except in the case of excused absences, three (3) consecutive absences by any board member shall be considered as a resignation. All Board members shall serve during regular work hours without any additional compensation.
Section 4: Vacancies
President - When the position of President is vacant for any reason, the Vice President shall become President, assuming the duties and responsibilities of the President. The Vice President will complete the President's term, then serve the succeeding two-year Presidential term.
Vice President - When the position of Vice President is vacated for any reason, an election will be held per Article III Section I. The newly elected Vice President will serve the remaining term, then serve the succeeding two-year term of the President.
Secretary and Treasurer - When the position of Secretary or Treasurer is vacated for any reason, elections will be held per Article III Section I. If the remaining term of office is 12 months or less, the newly elected officer will complete the term, then serve the succeeding year with an option to serve the second year. If the remaining term is 12 months or more, the elected officer will complete the term and elections will be held at the regular time.
Section 5: Removal from Office
Any officer of the association, elected or appointed, may be removed from office for just cause (not fulfilling the duties of the office as stated in the bylaws or for some type of criminal act) by a two-thirds vote of the Executive Board and members of the Standing Committees.
ARTICLE V STANDING COMMITTEES
Section 1: Standing Committee Purpose and Function
Standing Committees are to help fulfill the mission of the Association. Each Committee shall consist of a Chair and up to five committee members. Committee Chairs and Members will be determined by the Committees and approved by the Executive Board prior to appointment. The term of participation of committee members shall be two years from the date appointed. Committees will meet monthly or as needed. Chairs serve as the presiding officer in conducting committee business and represent the viewpoint of the committee to the Executive Board and Association. Chairs or their appointed representative will give a verbal monthly report to the Executive Board.
Section 2: Benefits Committee
The Benefits Committee reviews employee benefits and may make recommendations to the Executive Committee when appropriate to enhance benefits available to employees. The Chair will also serve on the University Benefits Advisory Committee (BAC) in coordination with the President and/or Vice President. Serving on committees as appointed. Reports from the BAC will be made to the Executive Committee at the next meeting whenever the BAC has met. Due to the requirements of the Benefits Advisory Committee, the term of this chair is required to be three years. The term of the chair can be made consecutive by a two-thirds majority vote of the executive committee. Benefits Chair vote not included and a presidential vote required.
Section 3: Employee Recognition Committee
The Employee Recognition Committee is responsible for promoting and coordinating all information needed to enable the process of choosing the CEA employee of the quarter and year awards. This also includes, but is not limited to, preparing and presenting the gift packet, updating the information for CEA web pages with recognition information, submitting information to local media, and working closely with the CEA Vice President to plan the annual banquet including procurement of door prizes. This committee will provide information regarding employee recognition to Media and Public Relations Committee for all newsletters, flyers, and brochures. This committee's quarter-calendar will start with April-June.
Section 4: Scholarship Committee
The Scholarship Committee awards scholarships annually to a spouse, child, or grandchild of a Classified Employee. The Committee is responsible for soliciting donations and promoting fundraising for CEA Scholarships. The Committee is responsible for soliciting names of qualified applicants, obtaining and evaluating completed applications, and submitting the names of recommended recipients to the Executive Board for confirmation. The Committee shall notify all applicants, inform USU registration of the recipient(s) and amount of the scholarship(s), and make the presentation to the recipient(s) at the annual CEA banquet.
Section 5: Employee Enhancement Committee
The Employee Enhancement Committee promotes, organizes, and coordinates professional and technical development for the general health and well-being of the Classified Employees. Inquiries will be referred to the Personnel Office for training and workshops on professional development. The Committee is responsible for 2-3 CEA forums per year to seek, obtain, and distribute information relating to professional and technical development. Coordination of events to be held in a venue with satellite broadcasting capabilities.
Section 6: Media and Public Relations Committee
The Media and Public Relations Committee is responsible for the creation and distribution of the quarterly (four times per year) newsletter, sent to all CEA members. The deadline for submitting information for the newsletter is the last day of the previous quarter. The Committee is also responsible for the creation and maintenance of the CEA website. Website information may be submitted as needed.
Section 7: Employee Relations Committee
The Employee Relations Committee provides all new Classified Employees with a Classified Employee Association (CEA) brochure, which promotes awareness and involvement in the Association, updates and maintains information found in the brochure, provides information for the web page concerning items found in the brochure, and other related issues. The Committee serves as a resource to CEA members regarding workplace issues. The Committee will oversee the election process of the CEA officers as stipulated in Article III Section 1. Members of this committee may be asked to serve on the USU Employee Grievance Committee per USU policy number 325.
ARTICLE VI AMENDMENTS
Section 1: Initiation of Amendments to the Bylaws
A proposed amendment to the Bylaws may be initiated by a majority vote of the Executive Board or upon receipt, by the Board, of a petition signed by a minimum of 50 members of the Association. The proposed amendment shall be voted on by members of the Association in a quorum meeting of the Association as stipulated in Article I Section 5.
Section 2: Adoption of Amendments
If the foregoing procedures have been followed, an amendment will be formally adopted by
majority vote and take effect immediately.