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The University Support Personnel Association Bylaws

 

Article I - Name

The name of this constituent association shall be the University Support Personnel Association of the University of North Florida. Hereafter the association will be referred to as the USPA.

 


Article II - Purposes

The USPA shall be concerned with all activities that affect its members as specified in the Constitution, rules, policies, and procedures of the University of North Florida and its Board of Trustees and any governance enacted by the Florida Board of Governors and Florida Law. 

 

The USPA shall also serve as a forum wherein an individual or group of its members may voice their beliefs, concerns, problems and/or suggestions regarding any and all aspects of the University and their employment.

 


Article III - Membership

Membership includes all persons who have achieved permanent status in USPS positions at the University of North Florida. Hereafter the membership shall be referred to as the USPS or Members. 

 

The USPA Staff Affairs Committee (SAC) will seek advice from and collaborate with the Office of Human Resources where questions of eligibility arise, except as provided in the UNF Constitution. No member of the University Support Personnel Association shall be a member of any other UNF constituent association simultaneously.

 


Article IV - USPA Roles

Section 1 

Staff Affairs Committee  

Executive Committee (EC) and the Non-Executive Committee (NEC) together shall be known as the Staff Affairs Committee.  Please see Article VII for the roles and responsibilities of the Staff Affairs Committee (SAC).

 

Section 2 

USPA Executive Committee (EC)  

  • Hereafter the USPA Officers will be referred to as Executive Committee, which shall be referred to as EC.  
  • The EC will consist of the   
    • President 
    • Vice President 
    • Secretary 
    • Treasurer
  • Any USPS member shall be eligible to serve as an officer. 
  • Executive Committee shall perform the duties prescribed herein.
    The Executive Committee is
    • The only responsible party able to receive, report, dispense and deposit the funds of the USPA 
    • Responsible for all electronic and non-electronic communication provided to USPA Members.  Electronic communication is defined as, the communication which uses electronic media to transmit the information or message using computers, e-mail, telephone, video calling, FAX machine, etc.   
    • The only responsible party able to provide ITS access to authorized members.   
    • The only responsible party able to create webpages, Social Media and email accounts for the USPA, unless otherwise authorized by the USPA President. 
    • The duties of the Four Offices within the EC
      • President  
        • Will act as presiding officer and chair of the Staff Affairs Committee.
        • Shall represent the USPA at meetings, conferences, and other UNF occasions (such as award assemblies, etc.).
        • Shall also provide leadership and coordination for activities, programs, and appoint special committees as the Staff Affairs Committee deems necessary to conduct except the Gabor.
        • Has the authority to designate another member to represent the USPA at functions that require representation.
        • Has the authority in the event of a vacancy in any of the officer roles, to appoint an individual to fill the vacancy. All appointments will be confirmed by a majority vote of members on the Staff Affairs Committee.
      • Vice President
        • Shall assist the President in coordinating USPA work, receive motions, resolutions, and proposals from the members and place all such matters on a legislative calendar in the order received
        • Will serve as Chair of the Gabor Award Selection Committee.
        • Will serve with the I.D.E.A Committee Chair and Humanitarian Committee Chair to assist in the duties of the Special Committees
        • In the absence of the President, the Vice President will assume the duties of the President.
        • In the event of a vacancy in the Office of the President, the Vice President shall succeed the Presidency for the remainder of the term.
      • The Treasurer
        • Shall receive, report and deposit the funds of the USPA and disperse the same in accordance with the Espies budget.
        • Shall render to the USPA an account and statement of all financial transactions at designated times as the USPA may determine.
        • Shall at all reasonable times exhibit USPA books and accounts to any member of the USPA with the appropriate application.
        • Shall be the accountable officer for the USPA’s budget
        • Shall in general perform all duties incident to management of the Office of Treasurer for the USPA.
        • In the absence of the Treasurer, the President, Vice President and Secretary, in this order, has the right to receive, report and deposit the funds of the USPA and disperse the same in accordance with the USPA's budget.
      • The Secretary
        • Shall keep the records of the SAC's proceedings and shall make a report at each USPA meeting.
        • The records and minutes shall be maintained by the Secretary and shall be available to members upon reasonable request.
        • Shall conduct the USPA's general correspondence; notify members of meeting time and place; make the physical arrangements for USPA meetings; maintain the records of the USPA, its officers, and committees; assist the officers, committees and members, and delegates of the election.
        • In the absence of both the President and the Vice President, call the meeting to order and preside over it
        • In the event of a vacancy in the President and Vice President roles, will hold the office until the election of a President pro tempore.
    • Terms of Office
      • After the conclusion of the elections, occurring every two years, chosen Officers shall assume offices starting July 1st.
      • An Officer may not hold more than one office at a time.
      • An Officer shall not be a member of any other Constituent Association.
    • Vacancies
      • The USPA President shall have the authority to appoint Officers to fill vacancies for the remainder of unexpired terms.  In the event of a vacancy in the office of the Vice President, Treasurer, or Secretary, the vacant position may be appointed by the President and approved by a majority vote of the remaining officers and Staff Affairs Committee.  If the candidate to fill the open role is not approved, then the role will remain open until an approved USPA member is selected.
      • If the position of President becomes vacant and the Vice President is unable to fulfill these duties, then the Secretary will preside until an interim President may be appointed by a majority vote of the remaining officers and Staff Affairs Committee for the remainder of the unexpired term.
    • Removals
      • Failure to faithfully execute the duties of the office constitutes cause for an officer's removal.
      • Removal of an officer shall require a two-thirds majority of those members voting in a called ballot. 
         

    Section 3 

    USPA Non-Executive Committee

    Hereafter the USPA Non-Executive Committee will be referred to as NEC, which shall consist of no more than 11 volunteer members. Any USPS member shall be eligible to serve as a Non-Executive Committee Member.  The NEC shall perform the duties prescribed herein. 

     

    The USPA Non-Executive Committee is   

    • To assist in all USPA business. 
    • Bring any concerns, questions or suggestions to the President and the Vice President, in the absence of the President. 
    • To preside over the USPA Executive Committee Election with the support of the I.D.E.A. Committee.  Nominees may not be part of the Election process under any circumstances. 
    • To work with the Secretary to ensure all Advisory Board positions remain filled. 
    • Is to assist the I.D.E.A Committee and USPA Humanitarian Committee in events brought to and approved by the Staff Affairs Committee. 
    • To bring any issues or suggestions before the Staff Affairs Committee from USPA Members or themselves. 
    • Can only miss two consecutive meetings unless granted permission by the Staff Affairs Committee.  

    Removals   

    • Failure to faithfully execute the duties of the NEC member or fail to attend three consecutive meetings constitutes cause for an NEC member's removal.  
    • Removal of the NEC Member is conducted by a vote of the Staff Affairs Committee. A vacancy in any NEC committee position shall be filled by SAC suggestion, invitation by the President  and approval by the Staff Affairs Committee thereafter. 

     

     

     


    Article V - Conduct of Business

    Section 1

    The rules of order of the USPA shall be in accordance with Robert's Rules of Order, Newly Revised.

     

    Section 2  

    All members have the right and privilege to attend general meetings of the USPA without fear of sanction, provided prior approval has been granted by their supervisor.  Notice of a Staff Affairs Committee meeting shall be given within five business days prior to the scheduled meeting date.

     

    Section 3

    The USPA shall meet at least once yearly.  The regular meeting in the Spring Semester will be termed as the Annual meeting.  Special meetings may be called at the discretion of any USPA EC.

     

    Section 4

    The USPA EC shall meet monthly to determine if there is new business to bring to the Staff Affairs Committee meeting.  Notice of a Staff Affairs Committee meeting shall be given within five business days prior to the scheduled meeting date.

     

    Section 5

    A quorum for any general meeting of the USPA shall consist of those members in attendance.   

    A majority of committee members shall constitute a quorum for all USPA committee meetings. There shall be no proxy votes. 

     

    Section 6

    Members are to present motions, resolutions and proposals to the President or Vice President of the USPA prior to a scheduled meeting date. The President or Vice President shall direct the Secretary to place such items on the meeting agenda in the order they are received. Items may be removed from the agenda by a majority of the members voting for any reason, including immediate action by the body or referral to the appropriate committee.

     

    Section 7

    The meetings of the USPA are open, and when permission is granted by the presiding Officer, non-members may have the floor.

     

    Section 8

    The President shall act as Chairman of all meetings of the USPA. In the absence of the President, the order of succession is as follows: 

         I. Vice President

         II. Secretary

         III.Treasurer

     

    In the absence of these Officers, the Staff Affairs Committee may appoint any USPA member to serve as temporary Chairman.

     

    Section 9

    All members have the right and privilege to request viewing of the USPA books and accounts with the proper application submitted.


    Article VI - Nominations and Elections

    Section 1 

    Nominations

    • Nominations of USPA officers shall be made at least 15 working days prior to the election, occurring every two (2) years, being held at the Annual Meeting. 
    • Nominees must formally accept their nomination in order to be placed on the election ballot.  No member may accept nominations to more than one office.
    • Nominees may not be part of the Election process under any circumstances.
    • The names and bios of each candidate shall be published at the beginning of the election period, as defined by the Staff Affairs Committee. 
    • The Staff Affairs Committee shall prepare a ballot that contains the names, grouped by office and arranged alphabetically, of all individual nominees who have accepted nomination. Write-in candidates will be accepted. 

    Section 2

      Elections 
    • Elections will occur every two (2) years at the Annual Meeting.
    • The Election process shall be the responsibility of the SAC with the help of the I.D.E.A. Committee.
    • Elections will be conducted by electronic, traditional means, or a combination of both, as determined by the Staff Affairs Committee.
    • Nominees may not be part of the Election process under any circumstances.
    • Election of USPA officers shall be by majority vote. A majority of the USPA members voting during the election shall constitute the majority necessary to elect an officer.
    • A Non-Partisan individual shall verify the ballots.
    • No member of the SAC can stand in the role of the Non-Partisan.
    • There shall be no proxy votes.

    Article VII - Committees

    Section 1 

    Standing Committee(s) 

    • Staff Affairs Committee: Hereafter the Staff Affairs Committee shall be referred to as SAC. EC and the NEC together shall be known as the Staff Affairs Committee (SAC).
      • The SAC shall have 15 members. This membership shall consist of the USPA Executive Committee (EC) (4), and eleven (11) USPA Non-Executive Committee (NEC) members.
      • The Role of the SAC is to present issues, ideas, and community news to the entirety of the USPA membership.
      • The role of the SAC is to reach out to all members of the USPA Community to find out their concerns.
       
    • Required to nominate a SAC member for the following Chair positions.  SAC members cannot serve as Chair for more than one committee. 
      • Advisory Boards Committee Chair
      • I.D.E.A. Committee Chair
      • USPA Humanitarian Committee Chair
      • This committee will meet at minimum twice a year
       
    • The SAC is the only body to preside over the USPA Executive Committee Election with the assistance of the I.D.E.A. Committee.  Nominees may not be part of the Election process under circumstances.
      •  
      Advisory Boards Council:  
      • Hereinafter the Advisory Council shall be referred to as AC.
      • The AC shall consist of one (1) appointed SAC Advisory Council chair, and the minimum number of members required for each of the Advisory Boards.
      • Advisory Boards Council Chair must be appointed by the SAC and be an active member in the SAC.
      • The AC shall act as a SAC subcommittee and will bring Advisory Board issues, ideas and community news to be presented at a scheduled USPA SAC meeting.
      • The AC shall meet before a scheduled SAC meeting bringing all related information about the Advisory Boards to the AC Chair. 
      • The AC Chair will provide the SAC feedback from the AC Members concerning all advisory board issues.
      • The AC Chair shall present all reports from the Advisory Boards at the next SAC Meeting.
      Gabor Award Selection Committee:
      • Hereafter the Gabor Award Selection Committee shall be referred to as the GAC.
      • The GAC shall consist of the USPA President, Vice President, Secretary, Treasurer, and three (3) to seven (7) additional USPS members.
      • The Vice President of the USPA will act the Chair of the GAC.
      • The GAC shall follow the guidelines as laid out in the Gabor Selection Committee: Policies and Procedures manual.

      Section 2

      Special Committee(s)

      The EC shall identify such Special Committees as may be required from time to time to accomplish the goals and objectives of the USPA. These Special Committees shall be agreed upon by majority vote of the SAC at a scheduled meeting. Special Committees serve in an advisory capacity to the President. Special Committees are presided over by the Vice President of the USPA, unless otherwise decided by a majority vote of SAC members, on behalf of the President.

      • I.D.E.A Committee:
        • Stands for Inclusion, Diversity, Election, and Assembly.
        • Must have a minimum of 3 members, in addition to the I.D.E.A. Committee Chair and Vice President, but not to exceed 15.  Can consist of SAC or Non-SAC members.
        • Will be responsible for planning and executing USPA events and under the direction of the Vice President and SAC.
        • Will assist the SAC with the USPA Election Process.  Nominees may not be part of the Election process under any circumstances.
         
      • The I.D.E.A Committee Chair:
        • Must be appointed by the SAC and be an active member in the SAC
        • Will be responsible for making sure all proposed Events and Budgets are approved by the SAC before said events occur. 
      • The Humanitarian Committee is
        • A subcommittee under the I.D.E.A Committee under the direction of the Vice President, I.D.E.A. Committee Chair and Humanitarian Committee Chair.
        • Must have a minimum of 3 members, in addition to the Humanitarian Committee Chair and Vice President, but not to exceed 15.  Can consist of SAC or Non-SAC members.
        • Will be responsible for having, at minimum, one fundraising event for the USPA annually.
         
      • The Humanitarian Committee Chair
        • Must be appointed by the SAC and be an active member in the SAC.
        • Will be  responsible  for making sure all   proposed  E vents  and Budgets  are approved by the SAC before said events occur.
        • Must submit all funds raised to the Treasurer as soon as the event is concluded or next business day.  
         

        Section 3

        Vacancies

        Committee members who fail to execute faithfully the duties of their positions or who fail to attend three consecutive meetings may be removed by vote of the Staff Affairs Committee. A vacancy in any committee position shall be filled by invitation by the President and appointment thereafter.

        Article VIII - Finance

        Section 1

        Sixty (60) days prior to the end of the fiscal year, the President shall submit to the SAC a proposed budget for the following fiscal year. Upon approval by the SAC, the budget will take effect in the upcoming fiscal year.

        Section 2

        Any funds allocated to the USPA shall be handled through the office of Administration and Finance and shall be included in the University's Annual Operating Budget. The USPA Treasurer shall be the accountable officer.

         


        Article IX - Amendments

        Section 1

        Only the   EC   may amend, alter, rescind or repeal these bylaws by a majority of the   USPA  members present and voting, provided that the text of the proposals to amend have   been made available to the members of the USPA at least two weeks (ten working days) prior to the meeting or election at which the amendments are to be considered.