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CONSTITUTION
Staff Association of the University of Texas at Arlington Libraries
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ARTICLE I NAME
The name of this organization shall be the Staff Association of the University of Texas at Arlington Libraries.
ARTICLE II PURPOSE
The purpose of the Staff Association shall be to form a channel through which:
ARTICLE III MEMBERSHIP
1. All employees of the libraries except student assistants are automatically members of the Staff Association.
2. The two types of members of Staff Association shall be voting and non‑voting.
A. Voting members: All personnel except those listed below (section III; 2;B)
B. Non‑voting members:
(1) The Director of Libraries.
(2) Any student assistant who desires to become a Nonvoting member may do so by submitting an oral or written request to the Vice‑President to signify a desire to join.
ARTICLE IV OFFICERS, GOVERNING BODY, AND COMMITTEES
1. The officers of the Staff Association shall be: A. President B. Vice‑President / President‑Elect C. Secretary D. Treasurer
2. The governing body shall be the Executive Board, composed of the officers of the Staff Association.
3. The standing committees shall be the Entertainment and Scholarship Committees.
4. The President shall appoint the chairpersons and members of any special committees as needed.
ARTICLE V MEETINGS, NOTICES, AND QUORUMS
1. Meetings
A. The Staff Association shall meet at least twice a year; one meeting to be held in August or September. The time and place to be announced by the President.
B. The previous and newly elected Executive Boards shall meet within two weeks after an election of officers to review Association goals and / or problems.
C. Special Staff Association meetings may be called at the discretion of the Executive Board and with the concurrence of the Director of Libraries.
D. Meetings of standing and special committees shall be called at the discretion of the chair persons of these committees.
2. Notices With the approval of the President, notices may be sent to inform staff members of various activities of the Staff Association.
3. Quorums
A majority of the Staff Association members (one more than half of the voting membership) shall constitute a legal quorum to conduct business in the name of the Staff Association at any regular meeting, special meeting, or mail election. No business may be conducted in the absence of a quorum.
ARTICLE VI ELECTIONS
1. A Nominating committee of five shall be selected by the Executive Board in May of each year.
2. The Nominating Committee shall formally meet and from the voting Staff Association membership draw up a complete slate of qualified Officers and Entertainment and Scholarship Committee members for the next year's term.
3. The Nominating committee shall present its report to the Staff Association at the August or September meeting each year or to the members of the Staff Association at least ten working days prior to an in-house mail election.
4. Additional nominations may be made from the floor, or in case of mail election may be made in writing to the Nominating Committee within five working days after issuance of the nominations report.
5. Elections shall be by voice, secret ballot, or in‑house mail or e-mail ballot.
ARTICLE VII TERM OF OFFICE
1. The Vice‑President shall automatically succeed to the presidency of the Staff Association upon adjournment of the August or September meeting.
2. All terms of office shall be for one year, beginning with the adjournment of the August or September meeting.
3. No officer may serve more than one full consecutive term without special permission approved by two-thirds vote of the quorum.
4. No officer may fill more than one regular office or regular committee chair. This does not prohibit an officer or chairperson from serving as a member of a special committee or project.
5. The President is to be considered an ex‑officio member of every standing or special committee of the Staff Association.
6. All vacancies between elections are to be filled by appointment of the Executive Board.
ARTICLE VIII ORDER OF BUSINESS
Business at Association meetings shall be conducted according to Robert's Rules of Order, Revised.
ARTICLE IX AMENDMENTS
1. This constitution may be amended or a new constitution adopted by two-thirds vote of the quorum at any regular meeting, special meeting, or mail ballot of the Staff Association.
2. All proposed amendments, or a proposed new constitution must be signed by at least five members of the Staff Associations or by a constitutional revision committee. It should be presented in writing to the Executive Board to be distributed to the Staff Association membership by the Executive Board at least five working days prior to a membership meeting or election.
Any revision committee to be appointed by the President and Vice-President
(September 15, 1989) dlc Retyped (November 22, 1991) twn 7/11/97 raro - added Scholarship Committee as standing Committee BY-LAWS
Staff Association of the University of Texas at Arlington Libraries
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ARTICLE I DUTIES OF OFFICERS
1. President
A. The President shall preside at all Staff Association meetings.
B. The President shall be an ex-officio member of all standing and special committees of the Staff Association.
C. The President shall endeavor to coordinate all staff activities into a constructive program for the benefit of the Staff Association members.
D. The President shall be the liaison officer between the Library Dean and the Staff Association.
E. The President shall appoint the chairperson and members of special committies as needed.
2. Vice‑President
A. In the absence of the President, the Vice-President shall fulfill all the duties and functions of the office of President.
B. The Vice‑President shall serve as parliamentarian.
C. The Vice‑President shall extend a welcome to new staff members and provide these persons with a copy of the constitution and by-laws of the Staff Association as part of the orientation process.
D. The Vice-President shall schedule staff members to perform the required duties in maintenance of the staff lounge.
3. Secretary
A. The Secretary shall preside in the absence of the President and the Vice-President.
B. The Secretary shall keep minutes of each Staff Association meeting, including Executive Board meetings.
C. The Secretary shall be responsible for all official correspondence of the Staff Association.
D. The Secretary shall organize the appropriate response to an illness or death of a Staff Association member or a death in the immediate family of a Staff Association member (see Article IV, Section 2a). This information shall be forwarded to the Library newsletter.
E. The Secretary shall be responsible for notifying members of a $3.00 donation for the Flower Fund.
4. Treasurer
A. The Treasurer is the financial officer of all Staff Association funds and credits.
B. The Treasurer shall keep adequate financial records and prepare adequate reports for presentation at meetings and upon request of the President and /or the Executive Board.
ARTICLE II DUTIES OF THE GOVERNING BODY
Executive Board
A. This Board shall be composed of the officers of the Association.
B. The Board shall meet at the call of the President to advise on matters that may arise between meetings and to discuss policies of the Staff Association.
C. The Board shall have the authority to carry on the routine business of the Staff Association.
ARTICLE III DUTIES OF COMMITTEES
1. Standing Committees
No standing committee shall be composed of members from only one department of the Libraries.
2. Entertainment Committee
A. The committee shall consist of six members who will be nominated by the nominating committee to be elected on a rotating basis. Half of the committee will serve for two years, and half will be elected yearly, and elected at the same meeting at which the officers are elected. (Additional nominations may be made from the floor) The committee shall elect its chairperson.
B. The function of this committee shall be to make suitable arrangements for any function the Staff Association may have. Any request for funds for such functions, after being approved by the Executive Board, shall be referred to the Treasurer. The cost of any entertainment which allotted funds do not cover shall be paid by the individual staff members attending the function. The Spring Awards Reception is funded by Library administration and not the Staff Association.
3. Scholarship Committee
A. The committee shall consist of five members who will be nominated by the nominating committee to be elected on a rotating basis and serve for two years. Two members will be elected in even years and three members will be elected in odd years, and elected at the same meeting at which the officers are elected. (Additional nominations may be made from the floor) The committee shall elect its chairperson.
B. Duties of the committee are to raise scholarship funds for one or more scholarships and to accept and review scholarship applications and select the recipient(s).
ARTICLE IV FINANCES
1. The Staff Association account is used by the Treasurer to deposit monies from acquired Staff Association funds. It is also used to issue payments to reimburse authorized purchases.
2. Sources of funds
A. Flower Fund donations.
B. "Coffee" money.
C. Fund raising events.
D. Scholarship Committee fundraisers.
3. Use of funds
A. Flower fund money is tracked separately from other funds and is used:
(1) To send a card in case of illness to any staff member on the third day of hospitalization or to anyone out for more than one week under the care of a physician.
(2) To provide suitable remembrance (e.g. flowers, a book, etc.) in case of death of a library employee or member of the employee's immediate family. Immediate family shall consist of parent, spouse, child, brother, or sister.
B. "Coffee" money is used to purchase drink-related supplies for the staff lounge. All other staff lounge supplies will be purchased with general Staff Association funds.
C. Special event fund raisers are used to honor requests for funds of standing committees and for other designated purposes.
D. The Scholarship Committee will award at least one scholarship per year based on available funds. Un-awarded scholarship money will be carried over to the next year.
ARTICLE V AMENDMENTS
1. The By-Laws of the Staff Association may be amended or new By-Laws adopted by a two‑thirds vote of the quorum at any regular meeting, special meeting, or mail ballot of the Staff Association.
2. All proposed amendments or By-Laws signed by at least five voting members of the Staff Association, or signed by constitutional revision committee appointed by the President, shall be presented in writing to the Executive Board and distributed to the Staff Association membership at least five working days prior to the membership meeting or election.
(September 15, 1989) dlc Retyped (November 22, 1991) twn Article III, Bylaws, amended May 7, 1992 Typographical correction July 9, 1993 twn Article III & IV, By-laws, added Scholarship Committee, amended Aug 9, 2006 jm
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