Notice: Amendments to Bylaws, Vote for Approval on April 28, 2015
The Academic and Professional Assembly will vote on bylaw amendments on April 28, 2015, at the scheduled meeting featuring Paula Fussell as our guest speaker. Changes to bylaws require approval by the majority of members present at the meeting. In summary, these amendments (1) create flexibility in the creation of APA sub-committees, (2) create a Vice President of Programming position to coordinate the organization’s calendar and programs, (3) make the existing bylaws easier to understand across campus by clarifying pay plan information and language and (4) reflect strategic bylaws by removing certain tactical details, such as detailed officer and committee duties, which can be addressed in flexible operating documents.
There are no proposed changes in these amendments to the classifications of TEAMS personnel represented by APA—these remain as staff on TA12, TA10, TA09, and TU2E pay plans, but clarify that these plans all represent “exempt” categories. Non-exempt employees are still welcome to attend and participate with the approval of their supervisors. Faculty Senate’s representation has increased in the past years since the last APA bylaws revisions, so these amendments propose that it is no longer necessary to include “career faculty not represented by faculty senate” in our definition of APA membership. Please email questions or concerns to email@example.com. The current bylaws are available on the APA website.
By-Laws of the Academic and Professional Assembly University of Florida
Article I – Name, Purpose and Activities
Section 1 – Name
The name shall be the Academic & Professional Assembly (APA) of the University of Florida.
Section 2 – Purpose
The mission of the Academic & Professional Assembly is to promote communication, recognition, professional networking, and service opportunities for TEAMS Employees (Technical, Executive, Administrative and Managerial Support personnel) that are “exempt” from the Fair Labor Standards Act, known as “TEAMS Exempt” personnel. In accordance with the University of Florida constitution (Article II, Section 6), APA shall be the organizational representative of the University’s TEAMS Exempt personnel. APA shall serve in an advisory capacity to the President, Faculty Senate, Human Resources and other administrators and organizations on issues and initiatives concerning or seeking input from Teams Exempt personnel.
Section 3 – Activities
APA programming and activities:
a) Encourage dialogue, collect input, form recommendations and advise administration on professional issues that affect its TEAMS Exempt personnel;
b) Assist in recruitment and appointment of TEAMS Exempt personnel to on university-wide committees;
c) Provide a communication channel between TEAMS Exempt personnel, the University administration and other constituent UF associations;
d) Serve as a professional advisory and feedback resource to University administration and other groups as appropriate on matters of policy and operations that affect TEAMS Exempt personnel and/or the execution of their institutional duties; and
e) Foster collegial relationships among TEAMS Exempt personnel and all members of the university community toward the common goal of promoting professionalism, creativity and leadership.
Article II – Definitions
Section 1 – Constituency
The Academic & Professional Assembly represents all TEAMS Exempt employees of the University of Florida (TA12, TA10, TA09, and TU2E pay plans).
Section 2 – Offices
Offices filled by election include President-Elect, Vice President of Programming and Secretary/Treasurer.
Office(s) filled by non-electoral means include President and Immediate Past President. The office of President is filled by the outgoing President-Elect. The office of Immediate Past President is filled by the outgoing President upon the election of an incoming President.
Section 3 – Officer Eligibility
Any TEAMS Exempt personnel may serve as an officer. Officers are not eligible to chair committees or hold more than one office simultaneously.
Section 4 – Steering Committee
The Steering Committee of the Academic and Professional Assembly consists of all officers and chairs, elected or appointed. The APA President may appoint other members to the Steering Committee.
The Steering Committee shall have the power to create additional offices, as it deems necessary and appropriate with a majority vote.
Section 5 – Meetings
A meeting consists of an event with a specified date, time, location and agenda for a gathering that has been announced to TEAMS Exempt personnel at least five (5) calendar days prior to the date of the event.
The APA must hold a minimum of one meeting per calendar year. One meeting must be held in April, defined as the annual meeting. Nominations for officers are presented at the annual meeting, prior to elections, in accordance with Article V.
Section 6 – Staff Organizations
Staff Organizations include communities of practice, unit or college councils and special interest groups. These organizations are governed by their own bylaws, may be formal or informal in structure and may comprise non-staff membership, including but not limited to faculty or students, but will be recognized as staff organizations by the Academic & Professional Assembly as they are important in the promotion of the organization’s mission and activities.
Communities of practice offer personnel an opportunity to communicate or convene according to job classification or duties. Special interest groups are open to all staff at the university around topics of interest or concern including professional or social networking, diversity or resource interests such as staff with families or young professionals. APA assists in connecting TEAMS Exempt personnel with appropriate organizations and resources, and helps convene various representative bodies in order to communicate with TEAMS Exempt personnel or collect or encourage involvement on affairs concerning all personnel or personnel in a certain job function, unit or college, or area of interest.
Article III – Officers’ Duties
Section 1- President
The President shall act as presiding officer at meetings and represent Academic & Professional Assembly at appropriate occasions, including University of Florida’s standing committees. The President provides leadership for and coordinates operation of APA activities and is an ex-officio member of committees. The President may appoint special committees as deemed necessary to conduct business.
The President may select representatives to attend meetings on behalf of the APA and will appoint chairs and, when necessary, fill vacancies for the remainder of unexpired terms. In the event of any officers’ absence, the President may appoint a representative to perform the duties of said officer.
Section 2 – President-Elect
The President-Elect will assist the President in coordinating activities for the organization and will assume the duties of the President in the President’s absence. In the event the President is unable to serve, the president-elect shall succeed to the Presidency for the duration of the unexpired term.
The President-Elect will serve as a liaison to staff organizations, including communities of practice, unit staff councils and special interest organizations. This officer will also receive motions, resolutions, and proposals and insure that all are reviewed and, when necessary, placed on appropriate agendas for discussion or vote.
Section 3 – Immediate-Past-President
The Immediate-Past-President serves as the chair of the Nominating Committee, oversees annual elections and assume of the duties of the President in the absence of the President, President-elect and Vice President.
Section 2 – Vice President of Programming The Vice President will provide leadership to chairs and committees that provide programming for APA, including speaker events, community service opportunities, networking, socials and other events or programs. The Vice President of Programming maintains the organization’s calendar and assessment of participation and attendance. The Vice President will assume the duties of the President in the President and President-elect’s absence
Section 4 – Secretary/Treasurer
The Secretary/Treasurer shall keep the records of the organization’s proceedings and budget and insure that appropriate records are made public, on the website or available by reasonable request. The Secretary/Treasurer will receive and report on funds and budgets, and will coordinate financial affairs with Human Resources, the sponsor of the organization that allocates the annual budget. In the absence of the President, Past President and President Elect, the Secretary/Treasurer will call meetings to order and preside until the election of a President pro-tem.
Article IV – Committees and Chairs
Section 1 – Chairs
The President may appoint chairs, with or without committee, including but not limited to Publicity, Website/Webmaster, Professional Development, Networking, Service, Program Logistics, Outreach, etc. Chairs may elect to form committees or seek involvement or input from UF personnel, however chairs remain responsible for the work, independently or with committee, including reports and actions.
Section 2 – Standing Committees
a) Nominating Committee – The President shall annually appoint members to the Nominating Committee including the Immediate-Past-President. The Immediate-Past-President shall be the initial chair of the committee. The Nominating Committee shall prepare a list of nominees for elected APA offices.
b) Steering Committee – The Steering Committee shall propose programs and activities to assist the Academic & Professional Assembly in serving the needs of its constituents. It shall coordinate and focus APA’s involvement in University activities and projects, fund-raising efforts, and organize communication efforts on the organization’s behalf. To this end, the Steering Committee shall have the authority to appoint such Special Committees as may be required from time to time to accomplish special projects and purposes. The Steering committee shall forward recommendations of the APA to the University administration as appropriate.
Section 3 – Special Committees
The APA President shall name, designate and/or appoint such Special Committees as may be required from time to time to accomplish the goals and objectives of APA.
Article V – Nominations, Elections, Terms of Office and Removal of Officers
Section 1 – Nominations
The Nominating Committee shall present a slate of proposed officers to the members at the annual meeting. The Nominating Committee must accept additional nominations from the floor.
Section 2 – Elections
Election of officers shall be by vote online via website. Opening of the election for officers shall occur within two (2) calendar days following the annual meeting and shall close within ten (10) calendar days following the annual meeting. A majority of the members voting shall constitute the majority necessary to elect an officer.
Each member may cast one vote, no proxy votes are permitted.
The Immediate-Past-President must certify the election results within five (5) calendar days of the close of voting.
Section 3 – Terms of Office
The terms of office of elected officers shall be one (1) calendar year. Terms of office shall begin immediately upon certification of election results and shall terminate when election of successors is certified.
Terms are renewable upon recommendation of the Nominating Committee and with the approval by election.
Section 4 – Removal
For elected officers, failure to faithfully execute the duties of the office constitutes cause for an officer’s removal. Removal of an officer may occur at regular or special Steering Committee meeting by two-thirds vote if the following conditions are met. The officer in question must receive written notice of the meeting where the vote for removal will take place at least 5 business days in advance, be given written justification for the consideration of removal and must have the opportunity to respond in person during the meeting and before the vote is taken.
Article VI – Conduct of Business
Section 1 – Meetings, Order and Quorum
The rules of order of APA shall be in accordance with Robert’s Rules of Order, Newly Revised. A quorum for any general meeting shall consist of those members in attendance. A majority of committee members shall constitute a quorum for all APA committee meetings. During meetings, each member in attendance shall have one vote. There shall be no proxy votes.
Section 2 – Special Meetings
The President may call special meetings with no less than five (5) calendar days notice. TEAMS Exempt personnel may call a special meeting by presenting a petition to do so to any member of the Steering Committee. Upon receiving such a petition, the Steering Committee must hold such a meeting within twenty (20) calendar days. Communication of the date, time, location and agenda for a special meeting must be published to TEAMS Exempt personnel at least five (5) calendar days prior to the meeting.
Section 3 – Meeting Participation
The meetings of APA are open and non-members may have the floor if recognized during as part of business discussed at a meeting. Members and non-members may submit items to the Steering Committee to be considered for inclusion on a meeting agenda at any time prior to ten (10) calendar days before any such meeting.
New agenda items may be allowed for presentation or discussion during a meeting if time allows at the discretion of the meeting presiding officer.
Article VII – Amendments
Section 1 – Amendments
The Academic & Professional Assembly may amend, alter, rescind or repeal these Bylaws by majority of the members present and voting at any annual or special meeting, provided that the text of the proposal to amend has been made available to the constituency on the organization’s official website at least ten (10) calendar days prior to the meeting at which time the amendments are to be considered and have been communicated to the constituency through one other means at least ten (10) calendar days prior to a vote.