Article I – Name
The name of the organization shall be Employee Advisory Committee, hereafter referred to as the Committee.
Article II – Purpose
The purpose of the Committee is to act as an advisory body to the executive leadership of the Division of Finance and Administration; to provide a forum in which staff can raise, discuss, and make recommendations on current non-academic policies and procedures; and to facilitate effective communication on behalf of and among staff members.
The Committee will not act in an advocacy role in any specific employee/employer policy matter or dispute within the University, nor will it assume the role of arbitrator in any such manner.
Article III – Representation
The Committee shall consist of elected members representing the Division of Finance and Administration. The Committee will consist of representation from each of the following areas:
|Group #||Department(s)||# of Reps.|
|1||University Police Department, Environmental Health and Safety, Office of Safety & Security, Building Access||3|
|3||Utilities & Energy Services||3|
|4||Open Records, Facilities Coordination, Annenberg Presidential Conference Center, University Risk & Compliance, VPFA Staff, Technology and Commercialization, Office of the University Architect, Facilities and Dining Administration, Office of Sustainability||1|
|5||Payroll Services, Financial Management Operations, Departmental Accounting Services, Student Business Services, Office of Budgets and Planning||2|
|6||IT Services, Contract Administration, Procurement Services, Central Receiving/Logisitics||1|
Standing ex-officio members will consist of leaders and support staff from the Division, a representative from University Staff Council, and a representative from Human Resources. Additional ex-officio members may be appointed by the Chair to provide special service or lend expertise.
Article IV – Eligibility
Full-time, budgeted employees in the Division of Finance and Administration who have a minimum of two years of service within the University and who are not currently on disciplinary action are eligible for election to the Committee. Should a committee member be placed on disciplinary action, it is the responsibility of that individual to report issues to the Associate VP for Facilities and Operations. The Vice President will have discretion to determine how to address the situation.
Employees in positions higher than first-line supervisor are not eligible to serve on the Committee. No person shall be excluded on the basis of race, sex, color, national origin, religion, age, disability, veteran status, sexual orientation, gender identity, or gender expression.
If a current committee member is promoted to a position higher than first-line supervisor, the member shall relinquish his or her seat and the remainder of the term will be filled according to Article V – Elections.
If a current committee member is promoted to a position higher than first-line supervisor and the status is temporary, the member may remain on the committee until there is a permanent status change or until he or she returns to the previous position. If the promotion becomes permanent, the member shall relinquish his or her seat and the remainder of the term will be filled according to Article V – Elections.
Article V – Elections
Elections for positions on the Committee shall be held during the month of May each year and will be conducted within each represented department/group utilizing a process that guarantees voter anonymity.
Employees may nominate an eligible candidate (including themselves) via email. The nomination should include a brief statement of experience, interest, etc. Candidate statements will be made available to all employees in the respective department/group. The candidate receiving the highest number of votes will be elected to serve in the position. In the event of a tie, the winner will be determined by coin toss.
If a vacancy should occur on the Committee, the position shall be filled by the person receiving the next highest number of votes from the same department/group. If there was no other nominee from the last election, or if twelve months have passed since the last election, a special election will be held to select a new representative to complete the term.
Article VI – Term
Each term is a three-year period. A member of the Committee may serve two consecutive terms for a total of six years. A member of the Committee may serve in an ex-officio capacity if actively involved with a project they may need to complete, at the discretion of the Chair.
For those groups with multiple representatives, terms will be staggered.
Article VII – Officers
Officers will consist of a Chair and a Chair-Elect. The Chair-Elect will be elected on an annual basis during the first meeting following the general election.
Committee members may volunteer or be nominated to serve as the Chair-Elect. If there is more than one candidate for the position the Committee will vote by ballot. If there is only one candidate for a Chair-Elect the Committee may vote upon a motion to accept the candidate.
The person elected to serve as Chair-Elect will serve as the Chair the following year.
Article VIII – Officer Responsibility
The Chair is responsible for the smooth, effective operation of the Committee. In the absence of the Chair, the Chair-Elect will preside over the meeting.
Article IX – Meetings
The Committee shall meet monthly. Special meetings may be called by the Chair as deemed necessary.
Minutes of the meeting will be recorded by an ex-officio member from the Division of Finance and Administration. The recorder will take notes and prepare a draft of the minutes for review and distribution to members. Minutes will be voted on for approval at the next regularly scheduled meeting.
Article X – Communications
Each committee member will be responsible for distributing information to the employees within the departments/groups whom they represent. The approved minutes from the Committee meeting will be posted in a timely manner on the web page.
Article XI – Amendments
Proposed amendments to these Bylaws may be introduced at any meeting. Proposed amendments must be approved by a two-thirds majority of the members before final changes to the Bylaws can be made.
Two-thirds majority means two-thirds of the membership in attendance at any regular meeting of the Committee.
Article XII – Attendance
Each member should have no more than three (3) unexcused absences during each year of the three-year term. A member who exceeds this limit will be excused from the Committee and the remainder of their term will be filled according to Article V - Elections. Members unable to attend a regularly scheduled Committee meeting must notify either the Chair or the Recorder that they will not be in attendance and the reason for inability to attend.
If a member cannot attend, they should send an alternate from their department to represent them at the regular meeting. This alternate will act on behalf of the committee member and would be entitled to vote on issues brought forward during the meeting. A member may not send an alternate to more than one consecutive monthly meeting without approval from the Chair.