Section 5. Committee Procedures&Reports
ARTICLE
VII: MEETINGS
Section 1. General Meetings
Section 2. Special Meetings7
Section 3. Quorum
Section 4. Conduct of Business
ARTICLE VIII: ELECTIONS
Section 1. Time of the Elections
Section 2. Eligibility
Section 3. Nominations
Section 4. Election Procedures
Section 5. Absentee and Proxy Voting
ARTICLE
IX: PARLIAMENTARY AUTHORITY
Section 1. Rules of Order
ARTICLE
X: AMENDMENTS
Section 1. Initiation of Amendments
Section 2. Procedures
ARTICLE I
Name
The name of this organization shall be the Purdue Black Caucus of Faculty and
Staff, hereafter referred to in this document as the "Caucus".
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ARTICLE II
Purpose and Objectives
Section 1. PURPOSE
The purpose of the Purdue Black Caucus of Faculty and Staff shall be:
(a) To identify and act upon those issues which affect Black
people at Purdue University and the greater Lafayette community, especially as
they relate to the function of the University;
(b) To institute and maintain an effective and positive relationship
between the University and its Black constituency both on and off campus;
(c) To reinforce self-awareness among black people by implementing
programs and activities designed to achieve these aims;
(d) To gather and disseminate information about available talent,
opportunities, and activities that will provide the University with a comprehensive
understanding of the dynamics of the Black experience;
(e) To carry out other activities of a charitable and educational
nature to promote the welfare of Black faculty, staff, and students.
Section 2. BASIS OF OPERATION
(a) The Caucus is formed and operated as a not-for-profit organization.
No part of any net earnings shall inure to the benefit of any member or private
individual.
(b) The Caucus is organized and operates exclusively for exempt
purposes, within the meaning of Section 501(c)(3) of the Internal Revenue Code,
including educational and charitable activities.
(c) All Caucus programs and activities shall be open to members
and participants on a non-discriminatory basis.
(d) Upon dissolution of the organization, any assets remaining
after all outstanding debts and encumbrances are satisfied will be donated to
Purdue University or distributed for other exempt purposes, consistent with the
meaning of Section 501(c)(3) of the Internal Revenue Code.
(e) The Caucus is a self-governing organization. While it seeks
to function in close relationship to the University, it shall remain independent
of the University and of other agencies or organizations.
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ARTICLE III
Membership
Section 1. MEMBERSHIP
Membership in the Black Caucus of Faculty and Staff may be extended to any person
or organization which subscribes to the purposes and philosophy of the organization.
Section 2. CATEGORIES OF MEMBERSHIP
There shall be three categories of membership in the Caucus:
(a) Full Membership is open to all persons employed and/or
associated with Purdue University, except undergraduate students. Those eligible
for full membership include faculty, staff, graduate students, and retirees of
the University. Upon payment of prescribed dues, full members shall be entitled
to vote, to hold elective office, and to participate fully in all Caucus functions
and activities.
(b) Affiliate Membership is open to organizations which share
common interest in the purposes and objectives of the Caucus, and who may, at
the invitation of the Caucus, wish to establish a liaison representative. Affiliate
members shall not be assessed dues, shall be entitled to voice but not vote in
business meetings, may not hold elective office, and may participate by invitation
of the Caucus in its functions and activities.
(c) Honorary Membership may be granted to select individuals
for significant contributions, outstanding leadership, or other meritorious service
to the Caucus or other segment community. Nominations for honorary membership
documentation, and signed by at least three full submitted to the Executive Committee,
who shall review the nomination and make recommendations to the full body. Honorary
members shall be recognized by appropriate resolution and certificates, shall
not be assessed dues, may have voice but not vote in Caucus business meetings,
may not hold elective office, and participate fully in all Caucus functions and
activities.
Section 3. DUES
(a) Annual dues for each category of membership shall be established
by the Executive Committee and confirmed by a majority vote of the full members
in-good-standing. An individual shall be considered "in-good-standing" upon payment
of the current annual dues.
(b) The membership year shall commence on September 1. Dues
for the full year shall be payable at the first meeting in September, with no
proration for dues paid later in the year.
(c) The Executive Committee may recommend to the action special
assessments when necessary and appropriate.
Section 4. VOTING RIGHTS AND DISCIPLINE
(a) Each member of the Caucus shall have voting rights as specified
for the membership category to which he/she belongs, provided, however, that
any member whose dues or assessments are unpaid on the date of any meeting shall
not be entitled to vote at such meeting.
(b) The Caucus may, by not less than two-thirds full members
voting, impose disciplinary measures guilty of violating the rules or policies
of the By-Laws.
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ARTICLE IV
Officers
Section 1. ELECTED OFFICERS
(a) The officers of the Caucus shall be Chairperson, Vice-Chairperson,
Secretary/Historian, Treasurer, Parliamentarian, and Fiscal Planner.
(b) All officers shall be elected at large from among the full
members in-good-standing of the Caucus.
(c) The term for any elected office of the Caucus shall begin
at the annual meeting and extend for a period of one year, or until a successor
is duly elected and qualified.
(d) No officer shall receive any compensation for service,
except reimbursement for authorized expenditures necessary for Caucus business.
Section 2. DUTIES OF OFFICERS
(a) The Chairperson shall preside at all meetings of the Caucus
and of the Executive Committee. He/she shall serve as the official representative
and public spokesperson for the Caucus, and shall represent the Caucus at meetings
of other associations or groups. However, the Executive Committee, when it deems
necessary, may designate other member(s) to represent the Caucus in conjunction
with the Chairperson. The Chairperson shall, subject to concurrence of
the Executive Committee, appoint all members of standing, special, and ad-hoc
committees (except where otherwise provided for in this document) and shall be
an ex-officio member of all committees except the Nominating Committee. The outgoing
Chairperson shall prepare and present an Annual Report to the Caucus at the first
regular meeting following elections.
(b) The Vice-Chairperson shall preside in the absence or incapacity
of the Chairperson, and shall aid the Chairperson as requested. He/she shall
chair the Program Committee and shall perform such other activities and duties
as the Executive Committee may determine.
(c) The Secretary/Historian shall be the custodian of the organization's
records, and shall be responsible for recording, maintaining and distributing
the official minutes of all meetings to the Caucus members. He/She shall maintain
the membership rolls, tally all official votes, receive and maintain all correspondence
to the Caucus, and notify members of the time and place of meetings. As Historian,
he/she shall gather all pertinent documents, reports, public-relations materials
and other memorabilia to preserve the archives of the organization.
(d) The Treasurer shall have general charge and supervision
of the books and accounts of the Caucus. He/she shall maintain an updated account
of the dues paid by each member and an account of all other authorized receipts
and expenditures. He/she shall receive and deposit all Caucus funds, make authorized
disbursements, render periodic financial reports, and shall provide a complete
financial statement at the end of the year as part of the Annual Report. The
Treasurer shall obtain written concurrence of the Chairperson for all expenditures.
(e) The Parliamentarian shall be responsible for seeing that
orderly parliamentary procedures are maintained at all meetings of the Caucus
in accordance with Articles VII and IX of this Constitution. He/she must be thoroughly
familiar with the Constitution and By-Laws of the Caucus and of the rules of
parliamentary procedures. The Parliamentarian shall chair the Constitution and
By-Laws Committee.
(f) The Fiscal Planner shall be responsible for directing the
financial affairs of the Caucus. He/she will chair the Fund-Raising Committee,
advise the Caucus concerning all fund raising efforts, and recommend appropriate
activities. The Fiscal planner shall coordinate the preparation of budget estimates
for officers and committees, and will work with the Treasurer to establish proper
controls for monitoring Caucus funds to ensure that revenues are adequate to
meet commitments.
Section 3. REMOVAL FROM OFFICE
(a) Any elected officer shall be subject to removal for cause
in a secret ballot by two-thirds vote of the full members in-good-standing present
at a special meeting called for that purpose.
(b) Action to remove an elected officer must be initiated by
petition signed by at least seven full members in-good-standing. The petition
shall be submitted to the Executive Committee, who shall then call a special
meeting of the membership at the earliest feasible time.
Section 4. ABSENCE, VACANCY, SUCCESSION IN OFFICES
(a) In the absence or incapacity of the Chairperson, the Vice-Chairperson
shall temporarily assume the duties of the chair. In the event of the death,
resignation, or removal from office of the Chairperson, the Vice-Chairperson
shall assume the duties and title of the senior office for the remainder of the
unexpired term, and a new Vice-Chairperson shall be appointed as prescribed below.
(b) In the temporary absence or incapacity of any elected officer
other than the Chairperson, the Executive Committee may appoint a person to fill
the position on an interim basis. If an incumbent is absent for longer than three
months, the position shall be considered vacant.
(c) In the event of the death, resignation, or removal from
office of any elected incumbent other than the Caucus Chairperson, the Executive
Committee shall, by majority vote, designate an individual to fill the vacancy.
Such appointment shall extend for the remainder of the unexpired term, and shall
be subject to concurring majority vote of the full members present and voting
at the next regular meeting of the Caucus.
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ARTICLE V
Executive Committee
Section 1. COMPOSITION
The Executive Committee shall consist of the following members: The Caucus Chairperson,
the Vice-Chairperson, the Secretary/ historian, the Treasurer, the Fiscal Planner,
the Parliamentarian, The Webmaster, and three Members-at-Large.
Section 2. POWERS AND FUNCTIONS
The Executive Committee shall be the governing body of the Caucus, and shall
be responsible for the overall conduct of the affairs of the organization, management
of its assets, articulation of policy, establishment of priorities, and guidance
of programs and activities. Specific functions include:
(a) Setting the agenda for meetings of the membership, and
establishing the calendar of meetings, events, and activities for the year;
(b) Formulating the Caucus policy and position on issues not
previously entertained by the general membership in situations where there is
insufficient time for the full body to act;
(c) Advising the Chairperson on current Caucus affairs and
recommending policies, programs, and activities;
(d) Entertaining grievances and other relevant issues brought
to its attention by students, faculty, staff, or other concerned individuals
and organizations;
(e) Receiving and acting upon reports, information, and recommendations
from the standing, special, and ad-hoc committees;
(f) Acting on and/or approving all matters pertaining to the
financial or business commitments of the Caucus.
The general membership reserves ultimate authority in all Caucus matters, and
each action taken by the Executive Committee shall be subject to concurrence
by, the general membership.
Section 3. EXECUTIVE COMMITTEE MEETINGS
(a) The Executive Committee shall meet at least once each month,
and is chaired by the Caucus Chairperson. In the absence of the Caucus Chairperson,
or pursuant to consultation with the Chairperson, the Vice-Chairperson may convene
and chair an Executive Committee meeting. The committee may also be convened
upon call by any three or more of its members.
(b) The Executive Committee quorum shall tie a ma majority
of its membership. All matters before the Executive Committee shall be
decided by majority of the total Committee membership (not merely those present).
(c) The Executive Committee shall keep minutes of its meetings
and all actions taken, which shall be reported to the full member-ship on a regular
basis.
(d) Executive Committee meetings shall normally be open to
any Caucus member. The Committee may, upon affirmative vote by two-thirds of
its members declare a session closed for purposes of discussing sensitive or
confidential matters. However, no action which binds the Caucus may he taken
in closed session.
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ARTICLE VI
Committees
There shall be three types of committees: standing, special, and ad-hoc.
Section 1. STANDING COMMITTEES
Standing Committees are permanent, and deal with matters of continuing concern
and of on-going nature. The standing committees shall be: a Program Committee,
a Membership Committee, a Fund Raising Committee, a Campus and Community Issues
Committee, and a Constitution and By-Laws Committee.
(a) The Program Committee shall plan and implement social,
cultural, educational and other programs for the benefit of the faculty, staff
and students, including activities to enhance relationships with the University
and greater Lafayette communities.
(b) The Membership Committee shall be responsible for conducting
on-going and effective efforts to increase Caucus membership, including development,
of materials and processes for publicizing the benefits of Caucus membership.
(c) The Fund Raising Committee shall be responsible for organizing
and carrying out continuing and effective activities to secure financial resources
for the Caucus. These include the annual "Awards Dance", solicitations from businesses
and individuals, and other appropriate fund-raising events.
(d) The Campus and Community Issues Committee shall address
itself to problems and concerns affecting the general welfare of minorities,
including discriminatory policies and practices which restrict access to education
and employment, and incidents involving treatment of black students or staff.
The committee will seek maximum cooperation from local residents and organizations
when acting on community-wide issues.
(e) The Constitution and By-Laws Committee shall periodically
review the Constitution and by-laws of the Caucus, receive and screen proposals
initiated by other members of the Caucus, and recommend appropriate changes and
amendments to the body.
Section 2. SPECIAL COMMITTEES
Special Committees function for limited periods of time with responsibility for
activities which are periodic or recurring in nature. Special Committees will
be appointed at appropriate times during the year, but do not have permanent
existence. Other special committees, in addition to those listed below, may be
authorized by the Executive Committee:
(a) The Nominating Committee shall be responsible for preparing
a slate of candidates and conducting the annual elections, as provided in Article
VIII, Section 3.
(b) The Awards Committee shall be responsible for identifying
and selecting superior students and for conducting the annual awards program.
(c) The Dance Committee shall be responsible for organizing
and carrying out the annual dance and/or other fund-raising social functions.
(d) Other
Section 3. AD-HOC COMMITTEES
Task oriented Ad-Hoc Committees may be established from time to time, as the
Chairperson and/or the Executive Committee deem necessary to address specific
problems of a non-recurring nature. Such committees will operate within
the purposes and objectives of the Caucus, shall be specifically charged, are
typically for short duration, and will be automatically dismissed upon completion
of their tasks.
Section 4. COMMITTEE APPOINTMENTS
Chairpersons and members of all committees shall be appointed by the Caucus Chairperson,
with concurrence of the Executive Committee. Only full members in-good-standing
may serve on standing committees. Committee chairs may call upon non-members
for assistance and/or to act as technical resource persons.
Section 5. COMMITTEE PROCEDURES AND REPORTS
(a) Each committee shall be responsible for establishing operational
procedures appropriate to its function. Except in an emergency, all actions taken
by any standing, special, or ad-hoc committee shall be subject to approval of
the Caucus general membership before implementation.
(b) Each committee shall submit regular reports to the Executive
Committee and/or to the full Caucus upon request by the Caucus Chairperson. The
Annual Report shall include a summary of the activities and accomplishments of
each standing, special, and ad hoc committee for the preceding year, prepared
by the committee chair.
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ARTICLE VII
Meetings
Section 1. GENERAL MEETINGS
(a) There shall be one meeting of the general membership each
month during the school year from September through April. The time and place
of these meetings shall be determined by the Executive Committee.
(b) The regular meeting in April shall be known as the Annual
Meeting, during which elections and installation of officers shall take place.
(c) During the summer months, the Executive Committee shall
continue to meet regularly, and full Caucus meetings may be called when deemed
necessary by the Chairperson and Executive Committee.
(d) Notice of each meeting should be given at least one week
in advance by the Secretary to all members and other interested parties.
Section 2. SPECIAL MEETINGS
(a) Special meetings of the general membership may be called
by the Executive Committee to consider specific agenda items, such as removal
of an officer or other emergency situations which profoundly affect the Caucus,
black faculty, staff, or students.
(b) Notice of special least five (5) days in for which the
meeting stated may be considered meetings must be given to all members at advance.
Notice must state the purposes is held, and no items other than those or acted
upon.
(c) Special meetings may be restricted to full members in-good-standing
under special circumstances.
Section 3. QUORUM
(a) One-fourth of the Caucus full members in-good-standing
shall constitute a quorum for the transaction of business at any regular or special
meeting, unless a greater number is required by law, or by this constitution,
for a specific purpose.
(b) Affiliate members, honorary members, and guests may have
voice, but not vote at regular meetings, and do not count towards determination
of a quorum.
(c) All matters before the general membership shall be decided
by majority vote of full members in-good-standing present and voting, except
as may be provided elsewhere in this constitution.
Section 4. CONDUCT OF BUSINESS
(a) All regular meetings are open to the public.
(b) Minutes of all regular and special meetings, including
a roster of all persons present and a complete record of all actions taken, become
part of the permanent archives of the Caucus. Following final approval, they
shall be promptly distributed to the membership.
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ARTICLE VIII
Elections
Section 1. TIME OF THE ELECTIONS
All officers and members of the Executive Committee shall be elected and installed
at the annual meeting in April.
Section 2. ELIGIBILITY
(a) Only full members in-good-standing are eligible to hold
elective office. No person can hold the same office for more than two consecutive
terms. An officer who has served more than half a term is considered to have
served a full term in that office.
(b) All full members in-good-standing as of the date of the
election shall be eligible to vote
Section 3. NOMINATIONS
(a) A nominating committee consisting of three full members
in-good-standing shall be chosen not later than February1 or two months prior
to the date of the, election One member shall he appointed by the Caucus Chairperson,
and two shall be elected by the membership at a regular meeting. The committee
will select its own chair.
(b) It shall be the duty of the nominating committee to secure
recommendations from the membership, screen all nominees for eligibility, and
present two or more names for each of the offices and five or more names for
the at-large positions on the Executive Committee.
(c) Ballots shall be prepared by the nominating committee and
distributed by the Secretary/Historian to all full members in-good-standing ten
(10) days prior to the date of the election. Members should be instructed to
mail their marked ballots to the Secretary (absentee voting) or bring them to
the election meeting.
(d) The Secretary shall hold any mail ballots unopened until
the election meeting.
(e) All nominees must have indicated' a willingness to run.
No person may be nominated on the printed ballot for more than one office.
(f) In addition to names on the prepared ballot, nominations
may be made from the floor on the day of the election, as provided in Section
4.
(g) Members of the nominating committee are not prohibited
from becoming candidates for office.
Section 4. ELECTION PROCEDURES
(a) The Chair of the nominating committee shall conduct the
election process. Votes shall be tallied by the Secretary/ Historian.
(b) The ballot prepared and distributed by the nominating committee
shall be the official form. At the time of the elections, additional nominations
for any position may be made from the floor, and these names shall be added to
the ballot.
(c) After nominations are closed, candidates for each office
will be given an opportunity to address the group on their qualifications, if
they choose. Following this, the Chair of the nominations committee shall call
for votes to be cast, after which the marked ballots will be collected and tallied.
(d) All voting shall be by written, secret ballot, and a simple
majority of the eligible full members voting shall constitute election.
(e) In the event of a tie vote, or when no candidate receives
a majority (not just a plurality) of votes cast, a runoff shall be immediately
held between the two candidates for the office who received the greatest number
of votes. The runoff shall again be by secret ballot, and a simple majority shall
constitute election
Section 5. ABSENTEE AND PROXY VOTING
(a) Absentee voting is permitted on the first ballot only.
Procedures for absentee voting shall be determined by the nominating committee,
and appropriate instructions shall be included with the ballots distributed to
the membership before election day.
(b) In no case will proxy voting (e.g., letting another person
vote in your place) be permitted.
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ARTICLE IX
Parliamentary Authority
Section 1. RULES OF ORDER
(a) Roberts Rules of order (revised latest edition) shall govern
the proceedings of this organization in all cases not otherwise specified in
the Constitution and By-Laws or amendments thereto.
(b) The Caucus may adopt such standing or special rules, consistent
with this Constitution, as necessary to maintain orderly business proceedings.
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ARTICLE X
Amendments
Section 1. INITIATION OF AMENDMENTS
(a) Proposals to amend or repeal this Constitution and By-Laws
may be initiated by any three full members in-good-standing. Upon receipt of
a proposal, the Caucus Chairperson shall refer it to the Constitution, and By-Laws
Committee for review and consideration.
(b) The Committee shall, in consultation with the initiator(s),
review each proposal for legality and appropriateness, modify the wording as
necessary, and prepare a draft for submission to the general membership.
Section 2. PROCEDURES
(a) For adoption, an amendment must receive a two-thirds affirmative
vote at each of two separate meetings of the general membership, as specified
below.
(b) After review by the Constitution and By-Laws Committee,
written copies of the proposed amendment(s) shall be distributed to all full
members by the Secretary/Historian at least ten (10) days prior to the meeting
at which the membership shall first act. A two-thirds vote of the members present
is required for passage at this first reading.
(c) The proposed amendment, with any minor changes or revisions,
must then be presented for final consideration at a subsequent regular (or special)
meeting. The amendment will be adopted upon affirmative vote of two-thirds of
the full members present at this second reading.
(d) Minor changes which do not substantially alter the intent
of the proposed amendment may be made at either the first or second reading without
affecting the process. However, major revisions shall require the proposal be
redistributed to the membership, per subpart (b) above, and resubmitted for passage
at two readings.
(e) If a proposed amendment fails to secure the required two-thirds
vote for passage on second reading, the issue may only be reintroduced by following
procedures as for a new amendment.
Adopted:
September, 1984
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