University of Minnesota Duluth
 
 
Search | People | Departments

 logoCommission for Women

Bylaws (PDF version)

Bylaws

I. Name of Organization

Commission for Women, hereinafter known as "Commission" or "the Commission."

II. Purpose

The UMD Commission for Women provides direction, leadership, and expertise to the UMD community to improve and enrich the work and learning environments of women.

III. Membership

The Commission strives to reflect diversity in terms of race, age, sexual orientation/gender identity, disability, and ethnicity. Members serve two-year terms starting in May, except for student representatives who serve a one-year term, and are elected to represent the following areas:

a. Up to six faculty members, one from each of the six academic areas (CEHSP, CLA, SCSE, LSBE, SFA, Med/Pharmacy);
b. One member from among the senior administrators;
c. Two members from the Professional and Administrative staff;
d. Nine members from the Civil Service staff (up to five bargaining unit staff, up to four non-bargaining unit staff);
e. Up to three members from graduate/professional and/or undergraduate student populations, appointed by the Commission to serve.
f. In the event the Commission has not met the full complement of members as defined above, the Commission will consider the duly elected membership to be its total number of members for that year. The Commission may choose to elect additional members to serve as at large members.

IV. Meetings and Quorum

At least one regular meeting shall be held each month during the academic year. The Commission may meet more frequently. A quorum shall consist of a simple majority (51% or more) of currently active Commission members.

V. Election Protocol

a. Elections will be held every spring semester for all vacant positions.
b. Elections will be conducted by the By-Laws Committee.
c. The election process is as follows:

i. A written call for nominations listing all open positions will be sent two weeks prior to the election to the UMD campus faculty and staff.
ii. Willingness of the nominee to serve will be secured prior to listing on the ballot. Nominees can only represent one voting group.
iii. If an election is uncontested (i.e., if the number of nominees for a particular area of representation does not exceed the number of open seats for that area), nominees will be automatically appointed to the Commission.
iv. In the case of a contested election, ballots will be mailed electronically in early April to all women in the appropriate voting group(s), with the date of return to be no more than five (5) working days from the date of distribution.
v. Ballots will be counted by two members of the By-Laws Committee (if up for re-election, then two other members of the Commission will be designated by the Chair).

VI. Replacing Members

a. Any member who misses three (3) consecutive meetings for reasons other than sabbatical, semester leave, or prior arrangements will be subject to replacement.
b. Upon recommendation of the Commission the member will be informed of her status on the Commission in writing, by the Chair.
c. The runner-up in a contested election will be asked to serve the remainder of the resigning member's term. In the case of a refusal, the Commission will seek nominations for the open seat by sending out an email to all constituents. If more than one person is willing to serve out the term, Commission members will vote for one representative. Voting may take place electronically.

VII. Membership Voting

a. All elected/appointed members shall have one vote. Ex-officio members are non-active, non-voting members, except as noted in article X.A.3.c.
b. A simple majority (51% or more) of the current elected/appointed membership will be necessary to decide any issues which need a vote.
c. All issues which pertain to the alteration of the by-laws and the disbursement of the Commission funds shall require a simple majority (51% or more) vote of the elected/appointed membership.
d. Members who anticipate an absence during which time a vote is scheduled may submit a written proxy via letter or electronically to the Chair, Vice Chair or Treasurer hereinafter known as "Officers" or "the Officers".

VIII. Annual Report

a. An Annual Report will be provided to the membership by the Officers during the following year.
b. The report will include a summary of the year's accomplishments, committee reports, itemized budget (showing receipts and disbursements for the past year), plans for the future, and any other pertinent information.
c. A committee may be established to assist the Officers in preparation of the report.
d. The Annual Report may be distributed electronically. A paper copy of the report will be kept on file and will be sent to the Chancellor, Vice Chancellors, and UMD Archives. An electronic version of the Annual Report will be posted on the Commission website and the link will be sent to all UMD women.

IX. Budget

a. Funds Availability:

i. The Officers will recommend at the outset of each academic year how funds will be allocated. Approval of funding will then be voted on by the commission.
ii. If additional monies remain near the end of the year, the Officers will make recommendations to the Commission as to how the money will be allocated.


X. Officers

a. Chair

i. Duties:

1. Presides at meetings;
2. Prepares an Annual Report;
3. Is a standing member of all committees;
4. Represents the Commission at formal campus and off-campus functions;
5. May delegate members to represent her.

ii. Election:

1. The Chair will be elected by the sitting membership of the Commission at the last meeting of Spring Semester. The individual receiving the highest number of votes will be elected.
2. All active members, except members serving the first year of their first two-year term, are eligible to be nominated. Nominations must be with the consent of the nominee. A list of eligible nominees will be distributed by the By Laws Committee with the call for nominations.
3. If only one nominee comes forward to serve as chair, she is automatically appointed to the position.

iii. Term:

1. The term of office will be one year. There is no limit on the number of terms for the Chair.
2. The term of office begins at the summer retreat. The period of time between the election and taking office will be used for orientation of the incoming chair.
3. The outgoing Chair who is leaving the Commission will remain as a voting ex-officio member for one year.


b. Vice Chair

i. Duties:

1. Presides at meetings when the Chair is absent;
2. Take minutes at regularly scheduled Commission meetings. Distributes/posts minutes to members within one week;
3. Serves as Interim Chair until the next regularly scheduled election, should the Chair be unable to complete her term;
4. Assists the Chair as needed;
5. Works with the Chair to understand the policies, procedures, practices, history, and processes of the Commission;
6. May work with the Chair to prepare to assume the responsibilities of the Chair.

ii. Election

1. The Vice Chair will be elected by the sitting members of the Commission at the last meeting of Spring Semester.
2. All active members, except members serving the first year of their first two-year term, are eligible to be nominated. Nominations must be with the consent of the nominee. A list of eligible nominees will be distributed by the By Laws Committee with the call for nominations.
3. If only one nominee comes forward to serve as vice chair, she is automatically appointed to the position.

iii. Term:

1. The term of office will be one year. There is no limit on the number of terms for the Vice Chair.

c. Treasurer

i. Duties:

1. Presides at meetings when Chair and Vice Chair are absent;
2. Issues budget status report each semester;
3. Fulfills budgetary responsibilities defined in section IX.

ii. Election:

1. The Treasurer will be elected by the sitting members of the Commission at the last meeting of Spring Semester.
2. All active members, except members serving the first year of their first two-year term, are eligible to be nominated. Nominations must be with the consent of the nominee. A list of eligible nominees will be distributed by the By Laws Committee with the call for nominations.
3. If only one nominee comes forward to serve as treasurer, she is automatically appointed to the position.

iii. Term:

1. The term of office will be one year. There is no limit on the number of terms for the Treasurer.

XI. Standing Committees

a. The following Standing Committees shall be appointed by the Chair in consultation with Commission members:

i. By-Laws and Elections: to review the by-laws annually and make recommendations or revisions as necessary; to oversee general membership elections and election of officers;
ii. Programming: to plan, prepare, and promote ongoing Commission events and activities; to develop opportunities to connect with all campus women, regardless of role;
iii. Grants and Awards: to put out call for grant applications, review applications and make recommendations to the commission in regards to funding of grants and follow up with grantees on including the Commission in publicity and final report.

1. Grant Allocation Procedures:

a. Large grant ($301-$1,000) and small grant proposals ($300.00 or less) will be accepted throughout the year; and
b. The Grants Committee will review only those proposals made on an official Commission application form addressing the nature of the project, the manner in which the project advances the mission of the Commission, and the amount of funds requested.
c. The Grants Committee will submit their recommendations to the Commission for discussion; the Commission will vote to accept or reject funding requests.
d. Notification of acceptance/denial of funds will be made in writing by the Convener of the Grants Committee.

iv. Communications and Promotions: to review Commission publications and mailings and make recommendations or revisions as necessary; to handle list serves, newsletter, website, correspondence, snail mail and email, fundraising and promote leadership.

b. The Commission may appoint Ad Hoc Committees as necessary. The term is generally one year; the term may be extended as necessary.
c. Committee conveners and members shall be appointed by the Officers annually. A conveyor can be removed for cause at the Officers discretion. A representative from the Commission will be nominated and approved by the Commission to serve on campus-wide committees as needed. The Commission will review such representation on an annual basis.

XII. Amendments

Proposed amendments to these by-laws shall be presented in writing at a regularly scheduled meeting and distributed to all absent members. Voting on proposed amendment(s) to the by-laws shall take place at the next scheduled meeting following the presentation. Absent members can participate with a written proxy vote to be counted at the meeting. Passage of an amendment requires a two-thirds majority of membership.

Adopted: ???
Reviewed/Revised: 5/08, 5/09, 5/10, 4/11, 4/12, 4/13

 

© 2014 University of Minnesota Duluth
The University of Minnesota is an equal opportunity educator and employer.
Last modified on 08/12/13 04:39 PM
University of Minnesota Campuses
Crookston | Duluth | Morris
Rochester | Twin Cities | Other Locations