Bylaws

Revised May 2011

ARTICLE I. GENERAL MEMBERSHIP

The membership of the Professional Employees Association at Utah State University shall include those employees who hold professional rank.

ARTICLE II. GOVERNING BODY

Section 1. Executive Committee

The PEA shall be organized and represented by an Executive Committee, each of whom shall be a member of the Association. The Executive Committee shall consist of a past president, president, president elect, secretary, treasurer, and representatives of both university and standing committees, all of whom have voting power.

No member of the Executive Committee shall hold more than one elected position at a time in the PEA. All members of the Executive Committee shall be representatives on an at-large basis.

Section 2. Absences

Any member of the Executive Committee, after three absences from Executive Committee meetings in any one year of office as recorded in the minutes of such meetings, or after showing gross neglect of duty as determined by a due process resolution of the Executive Committee, may be removed from office by a two-thirds majority vote of that Committee. In the event of such removal from office, vacancies shall be filled by the Executive Committee until the next general election is held.

Section 3. Term of Office

The past president, president, and president elect shall each be one year consecutive terms. At the conclusion of the expired term, the president shall succeed to the position of past president and the president elect shall succeed to the position of president.

The Benefits Advisory Committee chair shall be a three year term. All other members of the Executive Committee shall serve for a term of two years.

All terms, shall begin July 1 and shall end June 30. In order to serve on the Executive Committee, and be considered for nomination, PEA members must be familiar with Utah State University procedures and guidelines, and must have at least two years consecutive full-time employment.

Section 4. Election of Executive Committee Members

The Executive Committee, no later than February 28 of each year, shall appoint an Election Committee of three Association members who are not members of the Executive Committee.

The committee shall be selected by a majority vote of a quorum (Note: A quorum is one more than half - a majority) of the Executive Committee. The general nomination of all PEA officers shall be conducted by March 15th. The Election Committee shall accept nominations by the general membership and shall screen the nominations to be sure the nominees are eligible, willing, and able to serve. There shall be a minimum of two nominees for president-elect, two for secretary, and two for committee representatives. Selection of the candidates shall be completed no later than March 30 unless two candidates for each position have not been identified. If that should occur then the Election Committee will be allotted two additional weeks to identify candidates and finalize the ballot. In the event the Election Committee receives more than two nominations for a position, the Election Committee may utilize a primary election to narrow the candidates down to two finalists for the general election or an alternate method such as ranked voting or approval voting which allow several candidates to run for one position. The Election Committee shall supervise the election of the Executive Committee.

An electronic ballot shall be prepared by the Election Committee and shall be distributed to all members of the Association no later than mid-April. The ballot shall be accompanied by biographical data, consisting of no more than 200 words, prepared by the candidates and submitted to the Election Committee prior to April 7. The biographical data may be subject to editing by the committee. Ballots shall be electronically distributed and processed. PEA members may request a paper ballot from the Election Committee. All ballots received by April 30 shall be counted.

The candidates with the highest count shall be declared the winner in each category. To decide a winner in the event two candidates receive the same number of votes, the Election Committee shall employ a means of chance to select the winner. The Election Committee shall count all eligible ballots and announce the results at the next Executive Committee meeting and through appropriate University publicity channels.

Section 5. Duties of the Executive Committee Members

Past President: Mentors the president.

President: The principal duties of the president shall be to preside at all meetings of the members and of the Executive Committee, and in conjunction with the Executive Committee, supervise, direct, and promote the goals and objectives of the Association.

President-Elect: The principal duties of the president-elect shall be to learn the duties of the president and be able to discharge the duties of the president in the event of the absence or disability of the latter and to accept and discharge such special assignments as may be made by the president or the Executive Committee. The president-elect shall oversee the Election Committee.

Secretary: The principal duties of the secretary shall be to keep a true and correct record of the proceedings of all meetings of the members and of the Executive Committee and to systematically and safely keep such books, papers, records, and documents pertaining to the business of this Association as may
be assigned by the Executive Committee.

Treasurer: The Treasurer manages all funds pertaining to PEA, and keeps detailed financial records of approved budgets, annual budget proposals and year-end financial reports, which shall be submitted to and reviewed by the Executive Committee. Each year an annual budget will be drafted and submitted to the Executive Committee for approval. Expenditures not approved in the fiscal year budget will need prior approval by a majority vote of the Executive Committee. The Treasurer shall have signature approval of all disbursement of monies as approved in advance by the Executive Committee. In the absence of the Treasurer, the President or President-Elect may make necessary disbursements of monies. To qualify for this position you must have a minimum of two-years accounting and financial experience with Utah State University’s accounting system and have demonstrated knowledge and understanding of all accounting policies and procedures.

Committee Representatives: The principal duties of a committee representative shall be to preside over the specific committee to which he or she is elected and to supervise, direct, and promote the goals and objectives of the committee. Committee Representatives shall also represent the committee in the Executive Committee meetings and business.

Section 6. Vacancies

Should the president leave office during his or her term, the president-elect shall become president, assuming the duties and responsibilities of the president for the remainder of the term.

Should the offices of president-elect, secretary, treasurer, or committee representatives be vacated, a member of the Professional Employees Association shall be appointed by majority vote of the Quorum Executive Committee to fill this office for the remainder of the term.

In the event both the president and president-elect leave office during the same term, or if the membership of the professional Employees Executive Committee shall not constitute a quorum, a special election must be held and completed within sixty days of such occurrence. Such special elections shall be held in accordance with procedures set forth in Article II, Section 4, except that dates may be altered as necessary. The term of office of any person elected in a special election will begin the day following the close of that election. If the remaining term of office is less than six months, the newly elected officers shall serve for the interim period plus a full term of office. If the remaining term is more than six months, the interim term shall be considered a full term.

ARTICLE III. COMMITTEES

All committees shall report their activities monthly to the PEA Executive Committee.

Section 1. Standing Committees

To promote the purposes of the Association, the following standing committees are currently constituted as follows:

  1. Endowment/Scholarship Support: The purpose of this committee shall be to identify and determine ways and means of contributing to the PEA Endowment/Scholarship and to promote funding for the annual awarding of PEA scholarship(s) and other awards deemed appropriate by the Executive Committee.
  2. Professional Development: The purpose of this committee shall be to promote professional enrichment and encourage involvement of the PEA members in professional activities sponsored or supported by PEA.
  3. University Relations: One of the primary purposes of the PEA is to support the goals and objectives of the University. The responsibility of the University Relations committee shall be to develop and distribute a quarterly newsletter, to maintain the PEA website, to act as a liaison between other University groups and associations, and to promote all activities of the PEA.
  4. Professional Relations: This committee shall respond to employee grievances in accordance with the policies and procedures of the University. This committee shall also oversee nominations and publicity for the Quarterly Employee Recognition Award.
  5. Legislative Liaison: This committee has been organized represent PEA employees' salary and benefits issues with our local representatives to the State Legislature. All activities are coordinated with USU's Assistant to the President for Government Relations and Utah Higher Education Staff Association (UHESA).

Section 2. University Committees

Members of the following University committees are appointed as outlined:

  1. Parking: The parking representative shall represent the Professional Employees Association in meetings that pertain to parking issues on campus. This position is appointed by the President of PEA.
  2. Calendaring: The calendaring representative shall represent the Professional Employees Association in meetings that pertain to University calendaring issues. The position is appointed by the President of PEA.
  3. Benefits Advisory Committee: Two professional employees, consisting of the President of PEA and one member elected in the same manner as Standing Committee Representatives, shall represent the Professional Employees Association on the Benefits Advisory Committee. The terms of these two representatives shall be staggered to the extent possible so as to avoid their terms expiring at the same time.

Section 3. Ad Hoc Committees

To promote the purposes of the PEA, the Executive Committee may establish ad hoc organizational and subject matter committees and appoint Association members to them.

ARTICLE IV. MEETINGS

All meetings of the PEA, with the exception of meetings dealing with a grievance or appeal, shall be open to any PEA member. Roberts' Rules of Order shall be used.

Regularly scheduled meetings of the Executive Committee shall be held at least monthly during customary working hours. Additional meetings of the Executive Committee may be called by the PEA president, the president's designate, or a quorum of the Executive Committee. In addition to the annual conference, the Executive Committee may call general meetings as needed, or a general meeting may be called by a petition signed by a minimum of 20 members of the PEA.

ARTICLE V. AMENDMENTS

1. A proposed amendment to the Bylaws may be initiated by a majority vote of a quorum of the Executive Committee, or upon receipt by the committee of a petition signed by a minimum of 20 members of the Professional Employees Association.

2. All ballots for proposed amendment(s) must be received by the Executive Committee on or before the specified due date to be counted. The proposed amendment(s) shall be prepared and distributed to the members at least 15 days prior to the due date.

3. Upon a two-thirds affirmative vote of the responding members, the proposed amendment(s) to the Bylaws shall be adopted and become effective immediately.

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