IU Bloomington Professional Council BYLAWS
The current revision of Robert's Rules of Order shall govern the structure and running of meetings of the Council except insofar as the Bylaws make express provision to the contrary.
Meeting times shall be set by the members of the Council. Meetings shall not be for more than two hours unless a later adjournment is agreed to unanimously.
The presence of a majority of the members shall constitute a quorum.
An election of regular members shall be held each year in March using solely either paper ballots or electronic ballots. Eligible participants for purposes of this Bylaw shall be persons qualifying under Article I, Section 1 of the Constitution. Elections to the Council shall be conducted on an at-large basis.
A. Method of Nominating Candidates.
The following procedures shall be followed in nominating candidates for election to the Council:
- Eligibility criteria for elected membership on the Council shall be as follows:
- Must be Staff for one (1) year prior to the date of the term being elected for.
- Any elected member shall lose his/her membership on the Council upon separation from I.U. employment, or movement into an ineligible rank.
- Nomination of candidates for election to the Council shall result from:
- Nomination by secret ballot. The number of nominees per nominator, excluding self-nominees, shall not exceed three.
- Self-nomination by write-in ballot or by specifying self-nomination on an electronic ballot. All individuals who seek self-nomination by this process shall have their names on the ballot.
- When paper ballots are in use, nomination ballots shall be prepared by University Human Resources and shall be distributed on a designated day, with a ballot being provided for each Staff member who is eligible to vote. When electronic ballots are in use, University Human Resources shall provide computer readable files consisting of the information needed by the computer-based voting system to verify eligibility when balloting and to provide notification that electronic nominating is activated. The nomination ballots shall include a section or means for self-nomination. This section or means will include space for the individual to write and submit a statement that will be included on the election ballot.
- All Staff employed from the opening date for nomination of candidates shall be eligible to nominate Staff.
- Eligible Staff may nominate as many persons as three people, excluding a self nomination.
- When paper ballots are in use, the ballot shall be returned to the Nominations and Elections Committee, sealed in the envelope provided, within seven working days after it is sent out by University Human Resources. When electronic ballots are in use, balloting will be activated for seven (7) working days.
- When paper ballots are in use, the envelope must be signed by the nominator for eligibility identification. When electronic ballots are in use, eligibility will be determined by use of Indiana University network id and password. Use of Indiana University network id in this manner shall in no way compromise the confidentiality of the nominations being made.
- For paper ballots, after signatures on the envelopes have been verified, the Nominations and Elections Committee shall open, remove, and count the ballots. For electronic balloting, the Parliamentarian shall provide a listing of the ballot count for each nominee to the Secretary and Executive Council members, as well as a listing of self-nominees. In the event of ties, the Executive Council shall draw lots to determine nominees.
- The Parliamentarian shall provide a list of nominees, in the order of the highest frequency of nomination, to the Council Secretary.
- The Parliamentarian shall notify the nominees in writing that their names will be placed on the election ballot unless withdrawn by a specified date.
- In case of withdrawal by a nominee, the Parliamentarian shall notify the person with the next highest number of nominations in the unit in which the withdrawal took place that they are a nominee.
- Should there be fewer than two nominees for each vacancy in a unit; the Parliamentarian shall select an additional nominee, after consultation with Council members of that unit.
B. Method of Electing Representatives
- The Council shall consist of twenty-one (21) elected members.
- When paper ballots are in use, nomination election ballots shall be prepared by University Human Resources and shall be distributed on a designated day, with a ballot being provided for each Staff member who is eligible to vote. When electronic ballots are in use, the information needed by the computer-based voting system to verify eligibility when balloting is activated on a designated day shall be the information loaded for nominations balloting. Either type of ballot in use shall contain biographical information on the nominees.
- All Staff employed on the opening date for election of candidates shall be eligible to vote.
- When paper ballots are in use, the names of the nominees shall be printed in alphabetical order. When electronic ballots are in use, the names of the nominees shall be presented to the voter in a random order.
- When paper ballots are in use, within four weeks following the closing date for making nominations, and on a previously publicized date, each Staff member shall be sent a paper ballot. When electronic ballots are in use, within one week following the closing date for making nominations, and on a previously publicized date, each Staff member shall be notified that electronic balloting is activated. The ballot shall include the names of all the candidates nominated, and the number to be elected shall be indicated on the ballot.
- When paper ballots are in use, the ballot, sealed in the envelope provided, shall be returned to the Nominations and Elections Committee within seven (7) working days after it is sent out by University Human Resources. When electronic ballots are in use, balloting will be activated for at least five (5) but no more than ten (10) working days.
- When paper ballots are in use, the envelope must be signed by the voter for eligibility identification. When electronic ballots are in use, eligibility will be determined by use of Indiana University network id and password. Use of Indiana University network id in this manner shall in no way compromise the confidentiality of the votes cast.
- For paper ballots, after signatures on the envelopes have been verified, the Nominations and Elections Committee shall open, remove and count the ballots. For electronic balloting, the Parliamentarian provides a listing of the ballot count for each candidate to the Secretary and Executive Council members.
- Voters may cast votes for as many candidates as there are open seats.
- Representatives shall be declared elected on the basis of the highest number of votes.
- The Parliamentarian shall provide the President and Secretary of the Council a listing of the ballot count for each candidate. The Council shall then notify in writing the newly elected representatives of the results.
- The Council shall maintain a record of votes cast in each election. Paper ballots and records shall be stored in the Council Office for a period of one year, at which time they shall be destroyed. Electronic ballot records shall be stored in the computer-based voting system until the next round of nominations begins, at which time they shall be purged.
- In the event of a vacancy in the elected membership of the Council, the nominee who received the next highest number of votes in the most recent election shall be certified by the Secretary to fill the unexpired term. If no nominee is available to serve, the Council shall appoint a representative to fill the unexpired term.
- In the event of a vacancy that occurs within four (4) months of an upcoming election month, the Parliamentarian has the option to put that seat to vote during the election. This seat shall be elected to fulfill the unexpired term. If the Parliamentarian chooses this option, the representative shall be declared elected based on the highest number of votes received after votes for full term seats are counted.
- In the event of a tie for either the last available full term seat OR (but not BOTH) the last available replacement seat, the full Council shall vote to break the tie at the next Council meeting. The candidates involved in the tie shall be invited to give, at their option, a statement to the Council regarding their candidacy before the vote takes place. If the tie concerns the last available full term seat, the candidate who does not win the vote of the Council shall be declared the winner of the first available replacement seat. The remaining replacement seats shall then be awarded according to vote count.
- In the event that a tie occurs for the last available full term seat AND the last available replacement seat, the tie for the last available full term seat shall be voted on by the full Council before the process described in 4.B.15 is performed for the last available replacement seat. If this tie-breaking vote causes the candidates involved in the tie for the last remaining replacement seat to no longer be in contention, then the matter of the original tie for last remaining replacement seat shall disregarded.
- In the event that a tie for the last available replacement seat exists after the procedures described in 4.B.15 and 4.B.16 are followed, the procedure for breaking a tie described in 4B.15 shall be followed for the last available replacement seat.
C. Term of Office of Representatives
- Members of the Council shall be elected for staggered three year terms and shall be ineligible to serve more than two consecutive elected terms.
- The term of office for representatives on the Council shall begin with the first scheduled Council meeting in July.
- If a representative is out on a university recognized leave, such as but not limited to FMLA, his/her position on the Council will be held for him/her until his/her return to work or until the term ends, whichever occurs first
- Executive Committee encourages notification of known, university recognized absences
- Members should notify the Executive Committee when they will be on a leave that will extend at least 1 month in duration.
- The President, Vice President, Secretary, Treasurer, and Parliamentarian of the Council shall be elected at the first meeting of the Council in July from among the elected members of the Council.
- The election of officers shall be conducted by a Staff member designated by the Executive Committee. This Staff member, who is not running for office, shall be identified from the prior year's Executive Committee or the Nominations and Elections Committee.
- Election of officers shall be by secret ballot. Unless the position is uncontested, each successful candidate must have a majority of the vote. If a candidate fails to receive a majority of the vote, there will be a run-off election of the two candidates with the highest number of votes.
- The term of office for all officers shall be one year.
- If an officer is out on a university recognized leave, as references in Section 4.C.3, the above stated protection applies to his/her position on the Council
- The next ranking officer will fulfill the absent officer duties
- Vice President will fill in for President
- Secretary will fill in for Vice President
- Treasurer will fill in for Secretary
- Parliamentarian will fill in for Treasurer
- President will fill in for Parliamentarian
- If an officer’s absence will be or extends past 1 month in duration, the Council will vote on an interim officer
- The next ranking officer will fulfill the absent officer duties
- If an officer is out on a university recognized leave, as references in Section 4.C.3, the above stated protection applies to his/her position on the Council
- No former officer may be re-elected to the same post for more than two consecutive terms.
- Vacancies in offices shall be filled by an election at the next meeting using the procedure in Section 5.2 and 5.3.
- Only Council members who have served at least one year on the Council are eligible to be candidates for the office of President.
- A simple majority of the total membership of the Council shall constitute a quorum.
- A majority approval vote of the members present shall be required to pass a motion that has been seconded.
- Voting on all matters other than election of officers or the amendment of the Constitution or Bylaws shall be done by raising of hands, unless a secret ballot is requested by a member.
- Any faculty, staff, and student may attend the meetings of the Council. Such persons attending Council meetings may not speak unless they have been recognized by the President or Chairperson of the meeting.
- The Council, by a two-thirds vote of members present, may be allowed to enter executive session, during which time only regular members may be in attendance.
- Council members unable to attend a meeting may designate another Staff member from their electoral unit or from a Council committee on which they both serve, to act as their proxy. Members who send a proxy to represent them during an absence shall be considered present. Members and proxies must sign an attendance log, provided by the Secretary, to verify attendance at each meeting. Council members are allowed to be represented by a proxy for no more than three meetings in any fiscal year.
- A member who has three absences from regularly scheduled meetings in any fiscal year shall be removed from the Council. At the time of notification of removal by the Secretary, the member shall be provided with the opportunity to appeal this removal in writing to the Executive Committee. The Executive Committee shall have the power of reinstatement.
Section 7. Duties and Responsibilities of the Officers, Appointed Representatives and Ex-Officio Members.
Elected Council members and appointed Representatives to committees shall be allowed adequate time to attend scheduled meetings, but shall be expected to continue to fulfill the responsibilities of their University positions.
- Chairs the Council meetings and abide by Robert's Rules of Order.
- Refers all matters submitted for the Council's attention to the appropriate committee(s) or person(s).
- Serves by appointment on University committees.
- Prepares a written annual report of the past year's activities and makes it available to all Council members prior to the August meeting.
- Represents the Council at Bloomington Faculty Council meetings in concert with the Vice President.
- Selects the chairs of Standing Committees and Ad Hoc Task Forces.
- Calls a meeting of any committee that is not fulfilling its responsibilities and establishes organization by dictum.
- Distributes a brief summary of each committee’s activities and its annual report to Council members at the first meeting after the election.
- Is an ex-officio member of all committees.
- Makes appointments to University and Campus committees after consultation with the Executive Committee.
B. Vice President
- Presides in the absence of the President.
- Serves as the Council's initial contact with any other employee organization (except Faculty Council) on any IU campus.
- Chairs a committee for preparation of presentations to Board of Trustees and its committees.
- Serves as the Council's initial contact with any campus group, as requested.
- Shares representation to the Faculty Council.
- Makes arrangements for annual Council retreat in the early fall of each year.
- Supervises and prioritizes assignments for IUBPC office staff.
- Coordinates, with IUBPC office staff, the recording of minutes for each Council meeting and any special meetings of the Staff.
- Oversees, with IUBPC office staff, the distribution of the minutes of the previous Council meeting to members prior to the next Council meeting.
- Ensures, with IUBPC office staff, the collection receipt and maintenance at the IUBPC office of the minutes of University and Council appointed committees and their annual reports.
- Oversees, with IUBPC office staff, the maintenance of the Council's current files and records, as well as the gathering and distribution of information requested by Council committees.
- Maintains and updates a calendar of events relevant to the Council for the coming year.
- Accepts names of persons interested in serving on Council committees and makes appointments on the basis of said persons' preferences and year of current term on Council (by seniority in current term) or in the absence of volunteers make such appointments.
- Hires, fires and initiates salary increases for IUBPC office staff, after consultation with the Executive Committee.
- In connection with the election of Council representatives (see Section 4, D, items 10, 11 and 12), the Secretary notifies newly elected representatives of the results; in the event of a vacancy in the elected membership of the Council, notifies the nominee in that unit who received the next highest number of votes in the last election to fill the unexpired term; and maintains a master list of votes cast in each election.
- In connection with the conduct of meetings (see Section 6, F and G), the Secretary provides an attendance log for each Council meeting, maintain a master attendance list, and notifies any Council member who has four absences from regularly scheduled meetings in any twelve-month period of his/her removal from the Council.
- Acts as account manager for all Council funds and makes monthly status reports to the IUBPC.
- Provides the Executive Committee with relevant information needed for responsible financial management.
- Serves as liaison with campus’s budgetary officers, and represents the Council on the Budgetary Affairs Committee of the Bloomington Faculty Council.
- Ensures that Council meetings are conducted in accordance with Robert's Rules of Order.
- Reviews annually the Constitution and Bylaws and submits recommendations for changes to the Executive Committee.
- Oversees the IUBPC nominations and election process.
- Provides nomination and election data to the Council Secretary for archiving purposes.
F. Appointed Representatives to Committees
The Executive Committee shall nominate Staff representatives to University and Campus committees, with preference to current Council members where allowed. Those representatives will report on the progress of committee activities to the Council for the duration of their appointment.
G. Ex-Officio Members
As identified in the constitution, the Council shall invite individuals from other employee groups to serve as ex-officio, non-voting members of the Council. These positions shall be reviewed annually, and re-appointed by a majority vote of the Council.
- Bloomington Faculty Council, as nominated by the president of the BFC.
- Indiana University Student Association, as nominated by the president of the IUSA.
- AFSCME, as nominated by the president of AFSCME.
- CWA, as nominated by the president of CWA.
- University Human Resources, as nominated by the Director of UHRS.
A. General Guidelines for Standing Committees
- Each Council member will serve on one of the standing committees each year.
- Attendance at committee meetings is required. The same rules (and penalties) apply to committee attendance as to attendance at regular Council meetings. Committee Chairpersons shall report absences without a proxy present, to the Secretary.
- Volunteers will be solicited by open invitation in the newsletter and/or through other means, as the Council deems appropriate. The Professional Interests Committee chair will be responsible for initiating this effort. When committee vacancies cannot be filled by response to public invitation, Council members may be asked to solicit volunteers personally for the committees on which they serve.
- Committee assignments will be made at or immediately following the July Council meeting of each year. The selection process will be organized and managed by the previous year's Secretary. Each Council member, except those who are officers of the Council, shall identify two committee choices. Committee assignments should follow member preference if possible. Special preference should be given to those who are willing to serve as a committee chairperson.
- Committees will be chaired by a Council member voted on by the committee.
- Committees will schedule monthly meetings. A verbal and written report will be made by the committee Chairperson. The verbal report will be made at the next general Council meeting following the committee meeting, with the written report given to the Council Secretary at the same time.
- The Executive Committee will set the initial agenda of each committee based upon suggestions from the Council and its constituency.
- There will be four committees advocating for professional staff as critical members of the IU academic, research, and outreach missions and addressing issues affecting professional staff employment and development.
- Each committee will have a chair and three to five additional member. An Executive Committee member will serve as liaison to each committee and report back to the Executive Committee on activities and progress.
- The chairs of committees will maintain close contact with each other to share information and identify common initiatives.
- At the beginning of the BPC year (July/August) the group will make assignments, discuss goals, and initiate planning. Initiatives will be finalized at the annual retreat in September.
B. Responsibility of the Standing Committee Chairperson
- Standing Committee Chairpersons shall be responsible for scheduling committee meetings, setting an agenda consistent with the basic goals and objectives as set for the committee by the Executive Committee, and addressing other relevant matters that may come before committee. The chairperson may delegate responsibility for action on items pending before the committee, prepare written reports for communication to the Staff at large, manage the recruitment of non-Council members to serve on the committee, and adhere to all other requirements imposed by the Council's Constitution and Bylaws.
- If a Committee Chairperson is out on university recognized leave, as references in Section 4.C.3, the above stated protection applies to his/her position on the Council.
C. Standing Committee Descriptions
- Executive Committee
- Recruits guests for monthly meetings
- Communicates with IU/community decision-makers
- Formulates position papers on issues
- Organizes retreat
- Runs elections (Parliamentarian)
- Appoints members to serve on campus searches/reviews/committees
- Communicates with membership/new members
- Serves as liaison to committees
- Maintains contact with staff organizations in other IU campuses
- Communications and Marketing Committee
- Publishes newsletter regularly
- Notifies press contacts
- Maintains and enhances website
- Outreach and Advocacy Committee
- Organizes forums on topics of interest
- Organizes "Get to know your campus" events
- Conducts outreach activities with an eye toward diversity
- Participates in Hoosiers for Higher Education
- Ensures recognition of outstanding professional staff
- Professional Interests Committee
- Awards professional development grants
- Organizes annual silent auction
- Submits nominations for membership
- Recruits new members
- Conducts other fundraising efforts
- Monitors salary and benefits issues
- Oversees Perks page
- Conducts research and surveys
D. Ad Hoc Task Forces
- As special issues arise, the Council may direct the Executive Committee to establish ad-hoc task forces to research and recommend action to the Council.
- Any Council member may be asked to serve on such task forces.
- Ad-hoc task forces will be chaired by a Council member appointed by the President.
- Ad-hoc task forces will meet as needed. A verbal and written report will be made by the ad-hoc task force Chairperson. The verbal report will be made at the next general Council meeting following the ad-hoc task force meeting, with the written report given to the Council Secretary at the same time.
- The Executive Committee will set the initial agenda of each ad-hoc task force based upon suggestions from the Council and its constituency.
- The Vice President for Administration may request the Council to call a special meeting of the Staff. Special meetings may also be called by a two-thirds vote of the Council. Staff shall be notified at least one week in advance of the date a special meeting.
- The Secretary of the Council, in concert with the IUBPC Office Assistant, shall keep comprehensive minutes of the proceedings and actions of all special meetings and this information available to the Staff.
- The Bylaws may be amended by a majority vote of the Council Members present at a regular monthly meeting. Proposed amendments to the Bylaws must be presented one meeting prior to voting on the amendments. If there is an additional amendment or change to a proposed amendment, a motion must be made, seconded and passed, that waives the "one meeting prior to voting on the amendment" bylaw, and then the proposed amendment can be considered by the Council Members present.