Below are our current by-laws. Please feel free to read the old and compare/contract to the new. We hope you enjoy the easy reading of our local chapter by-laws!
CALIFORNIA STATE UNIVERSITY SAN MARCOS BY-LAWS
Adopted: August 15, 2003
[ Print By-Laws ]
Table of Contents:
ARTICLE I: ADMINISTRATION
ARTICLE II: ELECTIONS
ARTICLE III: MEETINGS
ARTICLE IV: ORDER OF BUSINESS
ARTICLE V: COMMITTEES
ARTICLE VI: FINANCES
ARTICLE VII: COMMUNICATIONS
ARTICLE VIII: CODE OF CONDUCT
ARTICLE IX: DISCIPLE
ARTICLE X: VACANCIES
ARTICLE XI: AMENDMENTS
ARTICLE XII: ADOPTIONS OF BY-LAWS
ARTICLE 1: ADMINISTRATION
Section 1. Authority subject to the right of the members to set the broad goals and policy of the Chapter, the Executive Committee administers the affairs of the Chapter.
Section 2. Executive Committee the voting members of the Executive Committee are the President, the Immediate Past President, Vice President, Secretary, Treasurer, Organizing Chair, Unit 2, Unit 5,Unit 7, Unit 9 Representatives, and Chief Steward. In the event that a person holds more than one office they shall only have one vote on the Executive Committee.
Section 3. Offices and Duties
The President shall preside at all meetings of the Chapter and of the Executive Committee, and shall exercise general supervision over the activities of the Chapter with the concurrence of the Executive Committee. It is the responsibility of the President to act as liaison and/or appoint a Communication Officer to act as liaison with CSEA Headquarters, campus management and the media.
B. Immediate Past President
The Immediate Past President may sit on the Executive Committee.
C. Vice President
The Vice President shall act, for and in the place of, the President at the latter’s request or during his/her absence or disability, and shall perform such other duties as assigned by the President with the approval of the Executive Committee. S/he will be responsible for Standing Committees and reports on a regular basis.
The Secretary shall keep a record of the proceedings of all Chapter and Executive Committee Meetings, conduct the correspondence of the Chapter, have custody of the records of the Chapter, ensure that a copy of the Chapter By-laws, Division By-laws and CSEA By-laws, and Policy File are available at all meetings. S/he shall transmit copies of all amendments to the CSU Division Policy File Committee Chair. S/he shall perform such other duties as assigned by the President and Executive Committee. The Secretary is responsible for disseminating minutes of Chapter Meetings to all members. The Secretary is responsible for enforcing "Robert’s Rules of Order" and may appoint a Parliamentarian to act as an ex-officio member of the Executive Committee. The Parliamentarian shall preside over motions and votes and shall make sure meetings are conducted according to "Robert’s Rules of Order”. It shall be the Secretary’s responsibility to maintain the chapter calendar for open meetings.
S/he shall be the custodian of the funds of the Chapter and shall deposit them in a financial institution approved by the Executive Committee. S/he shall pay all bills authorized by the Executive Committee, keep the financial records, render a written financial report at each Chapter and Executive Committee meeting, render such financial reports to the CSEA’s Secretary/ Treasurer as required by CSEA Policy, and perform such other duties as assigned by the President and/or with the concurrence of the Executive Committee. Any expenditure not in the approved budget must be approved by the Executive Committee prior to the expenditure incurred.
F. Bargaining Unit Representatives
The Bargaining Unit Representatives represent the employees in their respective jurisdiction at Chapter and Executive Committee meetings. They shall transmit the view of their constituents to their respective Unit Councils either in writing or, when authorized, in person at meetings of the Bargaining Unit Council.
G. Chapter Organizing Committee Chair
The Chapter Organizing Committee Chair shall Chair the Chapter's Organizing Committee. The Organizing Committee Chair shall ensure that orientation for new employees exists, ensure contractual obligation that new employee packets are distributed, and ensure the distribution of fair share notices to new employees. The Chapter Organizing Committee Chair shall develop campus programs to promote membership recruitment and fair share fee payer conversion, and coordinate the implementation of CSEA approved statewide organizing programs on the campus. Shall set the agenda for informational meetings on campus, and coordinate all the activities necessary for the meeting to happen.
H. Chief Steward
The Chief Steward shall be a Certified Chapter Steward. The Chief Steward shall keep track of all campus grievances, and co-ordinate with the President and Labor Relations Representative for the Chapter on all grievances. It is the responsibility of the Chief Steward to provide current status information on all grievances to all Stewards. The Chapter Steward shall call and chair meetings of the Campus Stewards Council. Announcement of meetings and cancellations shall be at least five (5) working days in advance.
I. General Council Delegates
All General Council Delegates shall be elected at large, and when vacancies occur, shall be appointed from the list of alternates in the order of votes received.
ARTICLE II: ELECTIONS
Section 1. Election of Officers
Election of Chapter Officers shall be in accordance with CSU Division Policy File.
Section 2. Term of Office
The term of office of all Chapter Officers and Bargaining Unit Representatives shall be
in accordance with the CSU Division Policy File.
Section 3. Eligibility for Office
A. Any active member of Chapter 321 shall be eligible for the office of President, Vice President, Secretary, Treasurer, Organizing Chair, and General Council Delegates.
B. All active members of Chapter 321 shall be eligible for the office of Bargaining Unit Representative of his/her bargaining unit.
C. Any certified steward of Chapter 321 shall be eligible for the office of Chief Steward.
Section 4. Electorate b
A. The Chapter President, Vice President, Secretary, Treasurer, Organizing Chair and General Council Delegates are elected by active members within Chapter 321.
B. Chapter Bargaining Unit Representatives are elected by the active members in their unit within Chapter 321.
C. The Chief Steward is elected by the active certified stewards of Chapter 321.
Section 5. Concurrent Office
A. All elected Chapter 321 officers shall not hold any other elective office concurrent with their term of office.
B. Exceptions to the above are:
(1) Any elected officer of the campus may be a General Council Delegate or Alternate.
(2) This provision does not apply to anyone concurrently holding an office prior to adoption of these By-laws or until the next election.
(3) If an office is vacant and no one can be found to hold that office, any officer may assume the duties of the vacant office. Assuming the duties of an additional office does not grant an additional vote on the Executive Committee.
Section 6. Time of Elections
Chapter elections shall be held in accordance with the CSU Division Policy File. The election shall be held by March 1. Any runoff elections shall be completed by March 30.
Section 7. Election
A. The Executive Committee shall activate a Chapter Election Committee between September 1 and December 1 of the year immediately prior to the election. No later than January 15, the Executive Committee shall notify chapter members of the date, time, and place of the open Chapter Meeting to accept Chapter Officer nominations. The Election Committee shall meet prior to this Chapter Meeting.
B. Due to the multiple physical sites not within close proximity of the Main Campus the Election Committee shall make all reasonable attempts to include all members in the election process.
C. On campus elections will be held at a central location selected by the Election Committee. The Election Committee will be charged with following guidelines in the CSU Division Policy File and the Chapter Guidelines for Elections.
D. Newly elected officers will take office at the next executive council meeting.
Section 8. Officer Training
Pursuant to the CSEA and CSU Division By-Laws and Policy Files, all Chapter Officers shall attend required training within six (6) months of election/appointment.
ARTICLE III: MEETINGS
Section 1. Chapter Meetings
Regular Chapter meetings shall be held at least bi-yearly (two per year) at times and places determined by the Executive Committee. A simple majority of the Executive Committee may call special meetings at any time. The Executive Committee shall call a special meeting within fourteen (14) working days after receiving a petition signed by thirty (30) members.
Section 2. Executive Committee
The Executive Committee shall meet at least monthly, at times and places they choose. Only members of the Executive Committee may make motions or vote, although any represented employee may address the Executive Committee on the subject under consideration. Members who wish to address the Executive Committee on an agenda item, or who wish to request an item be added to the agenda, should do so at least twenty-four (24) hours in advance of the meeting date. Requests to add new items to the agenda may be taken under consideration at the scheduled meeting, or at a subsequently scheduled meeting, at the discretion of the Executive Committee. The Executive Committee shall notify the requestor of the date, time, and location the agenda item will be discussed. The Executive Committee may hold closed discussions when necessary, however, such discussions must be reported in the minutes and no actions shall be taken at this time. Closed meetings shall be scheduled at different times than normal executive council times.
Section 3. Stewards Council Meeting
Stewards will meet monthly, at times and places determined by the Chief Steward. These meetings shall consist of active stewards, the Chief Steward, President, Vice President, Unit Reps and the Labor Relations Representative. The Stewards Council is a closed meeting. Represented employees may attend at the invitation of the Chief Steward.
Section 4. Notice
For business to be conducted and actions taken, the notice requirements of this section and Article VII must be met. A notice of regular Chapter and Executive Committee meetings shall be given to all Chapter represented employees at least Seven (7) days in advance of the meeting by mailing such notice to the address of record or work address of all represented employees, or by posting it on the Chapter Website and on the Bulletin Boards provided by the campus for posting of union business. Notice of Special Meetings shall be given to all Chapter Members at least seven (7) days in advance by the same means. Each Unit Representative is responsible for giving notice to the represented employees within their unit of their unit meetings.
Section 5. Quorum
For business to be conducted and actions taken, the quorum requirements of this section must be met.
(a) Regular chapter meetings: a quorum shall consist of at least 3 officers and 3 active members.
(b) Special chapter meetings: a quorum consists of at least 3 officers and 7 active members.
(c) Executive Committee meetings: a quorum consists of a majority of the committee, with at least 50%+1 voting members present.
Section 6. Open Meetings
All meetings of Chapter 321 except the Stewards Council meeting shall be open to all represented employees. Closed discussion can occur pursuant with Article III Section 2.
Section 7. Emergency Meetings
Notwithstanding the provisions of Sections 4 and 5 of this article, the President may call an emergency meeting of the Executive Committee. Actions taken at such meetings are subject to review at the next regularly scheduled meeting.
Section 8. Minutes
Minutes of all open meetings shall be published prior to the next scheduled meeting. Previous minutes shall be provided to any represented employee upon request.
ARTICLE IV: ORDER OF BUSINESS
The order of business at each meeting of the Chapter, insofar as possible, shall be as follows:
Call to Order
Roll Call b
Approval of Minutes
"Robert’s Rules of Order," latest revision, shall govern meetings of this Chapter, insofar as it does not conflict with the CSEA’s By-laws and Policy File, the CSU Division Policy File, and the By-laws of this Chapter.
ARTICLE V: COMMITTEES
Section 1. Special Committees
Special Committees may be authorized as needed by the Executive Committee. The Executive Committee shall appoint the chair of any committee and shall approve any members who wish to serve on that committee.
Section 2. Standing Committees
The Executive Committee shall appoint the following Standing Committees: Finance, and Chapter Organizing Committee. The Standing Committee members shall serve a term to end at the next election.
The Chief Steward, pursuant to Article III, Section 3, shall chair the Stewards Council.
ARTICLE VI: FINANCES
Section 1. Budget Year
The budget year for the Chapter shall be January 1 through December 31.
Section 2. Income
The primary source of income for the Chapter shall be that portion of dues and fees allotted to the Chapter as determined by the CSU Division Policy File. Additional income may be obtained in the form of grants from the CSEA, CSU Division, and/or special fund raising events.
Section 3. Budget
The Chapter shall operate under a program budget, which shall guide the priorities under which the Chapter shall spend its monies. Expenditure requests must be on Check Advance Finance Forms. The Executive Committee must approve them prior to expenditures being made.
Section 4. Budget Adoption
Each year the Finance Committee, assisted by the President and Treasurer, shall prepare a budget based on the projected income. The proposed budget shall be presented to the Executive Committee for discussion and revision no later than the October meeting. The revised budget must be presented to the Executive Committee no later than the November meeting. The budget as approved by the Executive Committee shall then be presented to the represented employees no later than December for final approval.
Section 5. Disbursements
The Treasurer shall deposit the income of the Chapter in accounts in such financial institution(s), as the Executive Committee shall determine. S/he shall pay the obligations of the Chapter by means of drafts against the Chapter’s bank account(s). S/he shall obtain and be responsible for the checkbook. All checks must have two signature lines. Drafts shall not be valid unless signed by two (2) of the three (3) officers who are authorized to sign. Disbursements in any program may not exceed the amount budgeted for that program, except that the Executive Committee is authorized to transfer budgeted funds from one program to another.
Section 6. Reserves
Reserve funds accruals and expenditures shall be in accordance with the CSU Division Policy File.
Section 7. Audit
The Executive Committee shall call an annual audit of all Chapter Financial Records in accordance with the requirements of the CSU Division Policy File, during the month of July.
ARTICLE VII: COMMUNICATIONS
The Chapter shall communicate with represented employees by means of a Chapter Newsletter or posted on the chapter webpage. The Newsletter shall be published on a regular periodic basis at least once each quarter. The Newsletter shall be distributed by mailing, or emailing, to the address of record. The Newsletter shall contain the official meeting notices of the Chapter. Additionally, information shall be shared at Chapter Meetings, via e-mail, voice-mail, and/or on bulletin Committees.
ARTICLE VIII: CODE OF CONDUCT
Section 1. Chapter Representation
The only individual empowered to speak for the chapter at all times is the Chapter President and the Chapter Information Officer, if one has been designated. The Chapter President or designated Chapter Information Officer shall make a good faith effort to determine the official chapter position prior to speaking to outside parties.
Chapter related information received by any activist shall be directed to the Executive Committee in a timely manner.
The president may designate one or more active members to speak for the chapter on a specific topic. These officers must conduct themselves as a chapter information officer, and may not deteremine new policy.
Section 2. Chapter Business
The Executive Committee officially conducts chapter business. Committees may be appointed by the Executive Committee to conduct specific chapter business. Final actions by such committees must be affirmed by a simple majority vote of the Executive Committee.
Section 3. Chapter Procedure for Confrontation
When an offense or violation of rules has been observed the individual taking offense or noting the violation shall:
(a) Give notice in writing to the directly to the offender including supporting citations from appropriate documents (these bylaws, CSU Division Policy File, Association Policy File or Association Bylaws).
(b) Give opportunity for offender to respond before escalation.
(c) Escalation of the issue shall be in the following order(bypassing any steps in this order will constitute a violation of :this code of conduct):
(1) Clarification: This would be in the form of a generic question of procedure to the appropriate Division or Association Committee Chairperson. Issues related to: chapter finance go to the Deputy Directory of Finance, chapter organizing to the Deputy Directory of Organizing, grievances to the Director of Representation, chapter policies to the Statewide Chair of the Policy File Committee, conduct of the Labor Relations Representative to the CSEA/CSU Division Staff Administrator, a specific bargaining unit to the Statewide Chair of that bargaining unit. Any requests for clarification will be carbon copied (cc'd) to the Executive Committee and the offender.
(2) Chapter Executive Committee: Once clarification has been obtained the issue shall be brought to the Executive Committee for discussion and/or resolution. The person bringing the allegations shall present a summary of his/her understanding of the issue and suggested remedy consistent with the chapter governing documents.
(3) Filing an Official Charge: As a last resort, if no resolution has been found in the above process, a dated, clearly written charge of violation shall be submitted to CSEA/CSU Division with copies to the Executive Board and the offender. This charge shall include concise specification of the violations with citations from the appropriate governing documents. Electronic mail (email) shall be considered an acceptable method of filing provided it is submitted in standard legal correspondence format. Any received outcome from the filing shall be copied to the Executive Committee and the offender within five (5) days of receipt.
(d) If the issue is not escalated as noted in (c) above, it shall be dropped.
(e) If the issue is escalated, once a ruling has been made, it shall stand without further reference.
ARTICLE IX: DISCIPLINE
Section 1. General
Members of the Executive Committee may be removed in accordance with the provisions of the CSEA By-laws, CSU Division Policy File and this Article, subject to appeal to the Division Council. Two consecutive absences at CSEA meetings without notice to President and/or Vice President may result in disciplinary action, namely termination of post as voted on by Executive Committee.
Section 2. Recall
Recall of the Executive Committee members shall be in accordance with the CSU Division Policy File.
Section 3. Charges
Any Chapter 321 member may file charges against any member of the Executive Committee. Institution of the action shall occur when a member files specific charges in writing with the Division Director. Charges include, but are not limited to, those listed in the CSEA Policy File, the CSU Division Policy file, and three (3) consecutive absences without prior notification from Chapter and/or Executive Committee Meetings. The member filing the charges must agree to be present when the action is heard to substantiate the charges, and present the facts supporting the charges.
Section 4. Hearing and Removal
A hearing on the charges shall be held in accordance with the CSU Division Policy File, Section 607.2.
Section 5. Appeal
Any member so removed has the right to appeal as specified in the CSEA By-laws.
ARTICLE X: VACANCIES
Section 1. Resignations
A. Elected officers wishing to resign their office must do so in writing to the Chapter President. Verbal resignations must be followed within 7 days by a written resignation, with an effective date specified. The President will convey the resignation to the Executive Committee no later than the next Executive Committee meeting. Conveyance of the resignation may also be conducted by email or campus mail within 1 month of the receipt of the written version.
B. All resignations are effective upon receipt of the resignation letter.
C. In the event the President resigns, s/he relinquishes their privilege to serve as Immediate Past President.
Section 2. Vacancies
In case of vacancy in the office of the President, the Vice-President becomes the President. In case of a vacancy in the office of a Unit Representative the Executive Committee shall appoint a replacement from the active membership in the respective unit/area. In the case of a vacancy of the Chief Steward's office, the active stewards shall elect a new Chief Steward. In the case of a vacancy in the office of a General Council Delegate the vacancy shall be filled from the alternate list, pursuant to Article I, Section 3I. All other office vacancies, except Immediate Past President, shall be appointed by the Executive Committee. The office of the Immediate Past President may remain vacant.
ARTICLE XI: AMENDMENTS
Section 1. Corrections
From time to time small corrections to the bylaws will become needed. For example, references herein to specific articles in the Division or Association Policy File or Bylaws may need to be corrected so that they continue to refer to the proper number when the policy file or bylaws of the Division or Association are themselves altered. Also, small corrections in typing, spelling, grammar, or syntax may be required. Provided that such corrections do not change the substance of these bylaws they can be proposed by any member and affirmed by a vote of the Executive Committee. Such corrections shall be communicated via mail or email, to the either the Deputy Director of Representation, or the Chair of the Division Policy File Committee within 30 days. These corrections shall then be communicated to the chapter at large through the chapter newsletter or by mail or email.
Section 2. Proposals
Amendments to the By-laws may be proposed by the Executive Committee or by a petition signed by 10% of the Chapter 321 Members.
Section 3. Publication
The proposed amendment must be publicized in the Chapter Newsletter, at least ten (10) days prior to the Chapter meeting at which time the amendment is to be acted upon. Additionally, information will be shared at Chapter meetings, via e-mail, voice-mail, and on bulletin Committees.
Section 4. Adoption
A copy of the amendment shall be transmitted to the members of the Chapter at least (30) thirty days prior to a vote. An open meeting to discuss the proposed amendment shall be held at least 10 (ten) days prior, but no more than 30 (thirty) days prior to the vote. The open meeting announcement must be included within the copy of the proposed amendment. The vote to adopt the new amendment shall be conducted via mail by CSEA Headquarters. The amendment is adopted by a majority vote of the Chapter 321 members. A copy of the amendment shall be transmitted to the CSU Division Policy File Committee Chair within two weeks of adoption. It shall be transmitted to the CSEA’s Headquarters Office in Sacramento.
ARTICLE XII: ADOPTION OF NEW BY-LAWS
Periodically, it may be necessary or desirable to update several sections of the By-laws at one time. The new By-laws are adopted by a majority vote of the Chapter321 members. When such an action occurs, a copy of the By-laws shall be transmitted to the members of the Chapter at least 30 (thirty) days prior to the vote. An open meeting to discuss the proposed By-laws shall be held at least 10 (ten) days prior, but no more than 30 (thirty) days prior to the vote. The open meeting announcement must be included within the copy of the proposed By-laws. The vote to adopt the new By-laws shall be conducted via mail by CSEA Headquarters. A copy of these By-laws shall be transmitted to the CSU Division Policy File Committee Chair within two weeks of adoption. It shall be transmitted to the CSEA’s Headquarters Office in Sacramento.
Date Adopted: August 15, 2003