The current version of Robert's Rules of Order shall govern the structure and running of meetings of the Council except insofar as the Bylaws make express provision to the contrary.
Meeting times will be set by the members of the Council. Council meetings should typically last two hours, with exception to retreats (e.g., in July and/or January), which typically last 3-4 hours.
The presence of a majority of the members shall constitute a quorum.
An election shall be held each year during the spring semester, but no later than May, using solely either paper ballots or electronic ballots. Eligible participants for purposes of this Bylaw shall be persons qualifying under Article I, Section 1 of the Constitution. Elections to the Council shall be conducted on an at-large basis. Elections and nominations are overseen by the IUBPC Parliamentarian unless otherwise noted. If the Parliamentarian is unavailable, the Executive Committee may elect to assign the duties to another individual or committee.
A. Equal Opportunity.
- Equal Opportunity: The membership and opportunities for leadership shall be open to all individuals meeting membership eligibility requirements. Discrimination on the basis of religion, age, race, color, ethnicity, gender, gender identity, gender expression, sexual orientation, national origin, veteran status, disability, marital status, language, culture or socioeconomic status/background will not be accepted. The Council recognizes the value and talent of all staff who give their time to contribute to the mission of the Council.
B. Eligibility Criteria.
Eligibility criteria for nominating and electing membership on the Council:
- All IU Bloomington Professional Staff (herein referred to as “Staff”) employed from the opening date for nomination of candidates shall be eligible to nominate staff.
- Nominees must be Staff for six (6) months prior to the date of the term for which they are being nominated.
- Nominees must submit the information required for the election ballot by the due date in order to be placed on the ballot.
- All Staff employed on the opening date for nomination of candidates shall be eligible to vote.
- Any elected member shall lose his/her membership on the Council upon separation from IU employment or movement into an ineligible rank.
C. Method of Nominating Candidates.
The following procedures shall be followed in nominating candidates for election to the Council: Nomination of candidates for election to the Council shall result from:
- Nomination. The Parliamentarian shall confirm with nominees their acceptance of the nomination.
- Self-nomination. Eligible Staff may self-nominate by write-in by filling out the electronic form. All individuals who seek self-nomination by this process shall have their names on the ballot.
- An individual or individuals designated by the Executive Committee shall provide electronic files consisting of the information needed by the nomination system to verify eligibility of the nominee and to provide notification that electronic nominating is activated. The nomination forms shall include a section or means for self-nomination. This section or means will include space for the individual to write and submit a statement that will be included on the election ballot. Nominating will be activated for no less than seven (7) working days.
- Eligibility will be determined by use of Indiana University network ID and date pull from Indiana University Human Resources. Use of Indiana University network ID in this manner shall in no way compromise the confidentiality of the nominations being made.
- The Parliamentarian shall confirm the eligibility of the nominee and forward all confirmed nominee information to the individual(s) responsible for placing them on the ballot.
- The Parliamentarian shall notify the nominees in writing as to whether their nomination has been confirmed and therefore placed on the ballot.
- If for any reqson an electronic nomination system is unavailable, the Parliamentarian will create a paper nomination system that follows the same timelines and rules as listed above.
D. Method of Electing Representatives
The Council shall consist of twenty-one (21) elected members, as stated in the constitution. The following procedures shall be followed in electing Council members:
- Ballots shall be prepared by an individual or individuals designated by the Executive Committee and shall be distributed on a designated day to each Staff member who is eligible to vote. Ballots shall contain biographical information on the nominees.
- The names of the nominees shall be presented in random order on the ballot.
- Within one (1) week following the closing date for making nominations, and on a previously publicized date, each Staff member shall be notified that electronic balloting is activated. The ballot shall include the names and biographical information about each candidate. The number of Council members to be elected shall be indicated on the ballot.
- Balloting will be activated for at least five (5) but no more than ten (10) working days.
- Eligibility will be determined by use of Indiana University network ID and password to log into a secure voting platform. Use of Indiana University network ID in this manner shall in no way compromise the confidentiality of the votes cast. Indiana University Human Resources will pull a list of eligible voters to be used for voting purposes.
- The election system will provide a report regarding the ballot count for each candidate.
- Staff may cast votes for as many candidates as there are open seats.
- Representatives shall be declared elected on the basis of the highest number of votes.
- The Parliamentarian shall provide the President and Secretary of the Council a listing of the ballot count for each candidate. The Council shall then notify, in writing, the newly elected representatives of the results.
- The Council shall maintain a record of votes cast in each election. Paper ballots and records shall be stored for a period of one (1) year, at which time they shall be destroyed or purged.
- In the event of a vacancy in the elected membership of the Council, the nominee who received the next highest number of votes in the most recent election shall be certified by the Secretary to fill the unexpired term. If subsequent vacancies arise, they shall be filled by moving to the nominee who received the second highest number of votes in the most recent election, then the third highest number of votes, and so forth. If no nominee is available to serve, the Council shall appoint a representative to fill the unexpired term.
- In the event of a vacancy that occurs within four (4) months of an upcoming election month, the Parliamentarian has the option to put that seat to vote during the election. This seat shall be elected to fulfill the unexpired term. If the Parliamentarian chooses this option, the representative shall be declared elected based on the highest number of votes received after votes for full term seats are counted.
- In the event of a tie for either the last available full term seat OR (but not BOTH) the last available vacant seat, the full Council shall vote to break the tie at the next Council meeting. The candidates involved in the tie shall be invited to give a statement to the Council regarding their candidacy before the vote takes place. If the tie concerns the last available full term seat, the candidate who does not win the vote of the Council shall be declared the winner of the first available vacant seat. The remaining vacant seats shall then be awarded according to vote count.
- In the event that a tie occurs for the last available full term seat AND the last available vacant seat, the tie for the last available full term seat shall be voted on by the full Council before the process described in 4.D.13 is performed for the last available vacant seat. If this tie-breaking vote causes the candidates involved in the tie for the last remaining vacant seat to no longer be in contention, then the matter of the original tie for last remaining vacant seat shall be disregarded.
- In the event that a tie for the last available vacant seat exists after the procedures described in 4.D.13 and 4.D.14 are followed, the procedure for breaking a tie described in 4.D.13 shall be followed for the last available vacant seat.
- If for any reason an electronic nomination system is unavailable, the Parliamentarian will create a paper nomination system that follows the same timelines and rules as listed above.
E. Term of Office of Representatives
- Members of the Council shall be elected for staggered three (3) year terms and shall be ineligible to serve more than eight (8) consecutive years on the Council.
- The term of office for representatives on the Council shall begin July 1.
- The President, Vice President, Secretary, Treasurer, and Parliamentarian of the Council shall be elected at the first meeting of the Council in July from among the elected members of the Council.
- If not elected to another Executive Committee office, the outgoing President will remain on the Executive Committee as an ex-officio member for one (1) year.
- The election of officers shall be conducted by a Council member, who is not running for office, and who is designated by the Executive Committee.
- Election of officers shall be by secret ballot. Unless the position is uncontested, each successful candidate must have a majority of the vote. If a candidate fails to receive a majority of the vote, there will be a run-off election of the two candidates with the highest number of votes.
- The term of office for all officers shall be one (1) year.
- No former officer may be re-elected to the same post for more than two (2) consecutive terms.
- For any vacancy on the Executive Committee, candidates should be nominated at least one week prior to voting. A candidate must submit an intent to run statement prior at the time of nomination.
- Council members will be notified of candidates at least two days prior to the meeting where the election will take place. For the purpose of voting, all proxies should have communication from the absent council who the council member is selecting in the election.
- In the case where no candidates are nominated prior to the election, a member can be nominated at the time of the election or the election can be postponed to the following meeting.
- Vacancies in offices shall be filled by an election at the next meeting using the procedure in Sections 5.3-5.9
- Only Council members who have served at least one (1) year on the Council are eligible to be candidates for the office of President.
- A simple majority of the total membership of the Council shall constitute a quorum.
- A majority approval vote of the members present shall be required to pass a motion that has been seconded.
- Voting on all matters other than election of officers or the amendment of the Constitution or Bylaws shall be done by raising of hands, unless a secret ballot is requested by a member.
- Any faculty, staff, or student may attend the meetings of the Council. Such persons attending Council meetings may not speak unless they have been recognized by the President or Chairperson of the meeting.
- The Council, by a two-thirds vote of members present, may be allowed to enter executive session, during which time only elected members may be in attendance. Any non-Council member proxy in attendance does not have the automatic right to attend a closed executive session, although they may request to attend. Attendance may be granted by a majority vote of Council members. This procedure may apply to any nonmember requesting to attend an executive session. To allow the nonmember to speak in a debate requires a two-thirds majority to suspend the rules.
- If a Council member is out on a university recognized leave, such as but not limited to FMLA, their position on the Council will be held for until their return to work or until the term ends, whichever occurs first.
- The Executive Committee encourages notification of known, university recognized absences.
- Members should notify the Executive Committee when a leave that will extend at least one (1) month in duration.
- If an officer is out on a university recognized leave, the above stated protection applies to their position on the Council.
- The next ranking officer will fulfill the absent officer duties
- Vice President will fill in for President
- Secretary will fill in for Vice President
- Treasurer will fill in for Secretary
- Parliamentarian will fill in for Treasurer
- President will fill in for Parliamentarian
- If an officer’s absence will be or extends past one (1) month in duration, the Council will vote on an interim officer.
- The next ranking officer will fulfill the absent officer duties
- If a Committee Chairperson is out on university recognized leave the above stated protection applies to their position on the Council.
- The Executive Committee encourages notification of known, university recognized absences.
- Council members unable to attend a meeting may designate another Staff member to act as their proxy. Members who send a proxy to represent them during an absence shall be considered present.
- Members and proxies must sign an attendance log to verify attendance at each meeting. Council members are allowed to be represented by a proxy for no more than two (2) meetings in any fiscal year.
Council members may only proxy for one (1) absent council member at a time.
- A member who has more than four total absences (at least 2 of which must be proxied), excluding absences covered by university –recognized leave, from regularly scheduled Council meetings in any fiscal year shall be removed from the Council. At the time of notification of removal by the Secretary, the member shall be provided with the opportunity to appeal this removal in writing to the Executive Committee. The Executive Committee shall have the power of reinstatement.
- The Executive Committee will consider the written appeal, and include the appellant’s Standing Committee Chairperson in the consideration. Should a Standing Committee Chairperson be the appellant, then the Standing Committee will choose amongst themselves a representative to be a part of the process. Should an Executive Committee member be the appellant, then the rest of the Executive Committee and all of the Standing Committee Chairpersons will be involved.
- Attendance at committee meetings is required. The same rules (and penalties) apply to committee attendance as to attendance at regular Council meetings. Standing Committee Chairpersons shall report absences without a proxy present, to the Secretary. Committee meeting absences will not count towards a member’s absence total at Council meetings.
- Ideally, members attend the entire Council meeting (i.e., the business meeting and the guest presentation). However, a member must be present for the business portion of the monthly meeting for attendance to count, whether it's scheduled for the first hour or second hour.
- Council meeting days and times are given at the beginning of the fiscal year for the coming twelve (12) months, giving members adequate time to plan around those times or to be alerted that certain dates may require them to use one of their four (4) allowed absences/proxies.
- Consequently, should a Council meeting be rescheduled for any reason (e.g., meeting moved up from our standard meeting time by an hour or a week), any absences from such meetings will not be counted against a member's four (4) allowed absences/proxies.
Elected Council members and appointed Representatives to committees shall be allowed adequate time to attend scheduled meetings, but shall be expected to continue to fulfill the responsibilities of their University positions.
- Chairs the Council meetings and abides by Robert's Rules of Order.
- Refers all matters submitted for the Council's attention to the appropriate committee(s) or person(s).Serves by appointment on University committees.
- Prepares a written annual report of the past year's activities and makes it available to all Council members prior to the end of the fiscal year.
- Represents the Council at Bloomington Faculty Council meetings.
- Calls a meeting of any committee that is not fulfilling its responsibilities and establishes organization by dictum.
- Is an ex-officio member of all IUBPC committees.
- Makes appointments to University, campus, and ad hoc committees after consultation with the Executive Committee.
- Formally invites ex-officio members to sit on the Council.
B. Past President
- Provides a conduit of continuity for the Executive Committee by, (including but not limited to):
- Attending annual retreat to facilitate ease of transition.
- Introducing new BPC President to officers of the University.
- Passing pertinent information about IUBPC and University affiliations to new Executive Committee and/or President.
- Consulting with new Executive Committee on any relevant matters.
- Providing historical perspective to new Executive Committee.
- Is a non-voting ex-officio member of the Executive Committee.
- While the Past President may possibly not be a current member of the IUBPC or otherwise active with other IUBPC committees, they are expected to contribute as specified above as much as possible in their ex-officio status. Flexibility around scheduling and duties can be afforded as needed.
C. Vice President
- Presides in the absence of the President.
- Serves as the Council's primary contact with any other employee organization (except Faculty Council) on any IU campus.
- Chairs a committee for preparation of presentations to Board of Trustees and its committees.
- Serves as the Council's primary contact with any campus group, as requested.
- Represents the Council at Bloomington Faculty Council meetings in the event the President is unable to do so.
- Makes arrangements for annual Council retreat in the summer and mid-year retreat in January, when applicable.
- Makes arrangements for monthly meeting speakers.
- Supervises and prioritizes assignments for IUBPC office staff.
- In conjunction with the IUBPC office staff:
- Coordinates the recording of minutes for each Council meeting and any special meetings of the Staff.
- Oversees the distribution of the minutes of the previous Council meeting to members prior to the next Council meeting.
- Ensures the collection receipt and maintenance at the IUBPC office of the minutes of University and Council appointed committees and their annual reports.
- Oversees the maintenance of the Council's current files and records, as well as the gathering and distribution of information requested by Council committees.
- Accepts names of persons interested in serving on Council committees, both as members and/or as a chairperson, and makes appointments on the basis of said persons' preferences and year of current term on Council (by seniority in current term) or in the absence of volunteers make such appointments.
- Hires, fires and initiates salary increases for IUBPC office staff, after consultation with the Executive Committee.
- In connection with the attendance and absence policies (see Section 7), the Secretary provides an attendance log for each Council meeting, maintains a master attendance list, and notifies any Council member who has four absences (including two proxied absences) from regularly scheduled meetings (Council or Standing Committee) in any twelve-month period of their removal from the Council.
- Acts as account manager for all Council funds and makes monthly status reports to the IUBPC.
- Provides the Executive Committee with relevant information needed for responsible financial management.
- Serves as liaison with campus’s budgetary officers.
- Accepts and approves requests for funds from Standing and ad hoc committees.
- Works with Professional Interests Committee to set fundraising goals for the year.
- Ensures that Council meetings are conducted in accordance with Robert's Rules of Order.
- Reviews Bylaws annually and submits recommendations for changes to the Executive Committee.
- Oversees the IUBPC nomination and election process as well as all duties assigned in Section 4 above.
- Provides nomination and election data to the Council Secretary for archiving purposes. If Parliamentarian and Secretary are up for election, another officer of the Executive Committee should certify the election.
G. Appointed Representatives to Committees
The Executive Committee shall nominate Staff representatives to University and campus committees, with preference to current Council members where allowed. Those representatives will report on the progress of committee activities to the Council for the duration of their appointment.
H. Ex-Officio Members
As identified in the constitution, the President shall invite individuals from other employee groups to serve as ex-officio, non-voting members of the Council. These positions shall be reviewed annually, and re-appointed by a majority vote of the Council.
- Bloomington Faculty Council, as nominated by the president of the BFC.
- Indiana University Student Association, as nominated by the president of the IUSA.
- American Federation of State, County, and Municipal Employees, as nominated by the president of AFSCME.
- Communications Workers of America, as nominated by the president of CWA.
- University Human Resources, as nominated by the Director of UHRS.
- Bloomington Academic Advisors Council, as nominated by the president of BAAC.
- Office of Institutional Equity.
- Other invited organizations as deemed appropriate by the Council.
A. General Guidelines for Standing Committees
- Each Council member will serve on one (1) of the standing committees each year.
- Other volunteers may be solicited by open invitation in the newsletter and/or through other means, as the Council deems appropriate.
- Standing committee assignments will be made at or immediately following the July Council meeting of each year. The selection process will be organized and managed by the previous year's Secretary. Each Council member, except those who are officers of the Council, shall identify two committee choices. Committee assignments should follow member preference if possible. Special preference should be given to those who are willing to serve as a committee chairperson.
- Standing committees will be chaired by a Council member voted on by the committee.
- Standing committees will conduct monthly meetings, the format of which will be decided upon by the committee chair. The Executive Committee will set the initial agenda of each standing committee based upon suggestions from the Council and its constituency.
- In addition to the Executive Committee, there will be three (3) standing committees advocating for Staff as critical members of the IU academic, research, and outreach missions and addressing issues affecting Staff employment, development, diversity, and inclusion.
- Each standing committee will have a chair and three (3) to five (5) additional Council members. An Executive Committee member will serve as liaison to each committee and report back to the Executive Committee on activities and progress.
- At the beginning of the IUBPC year (July-September) the group will make assignments, discuss goals, and initiate planning. Initiatives will be proposed at the annual retreat.
B. Responsibility of the Standing Committee Chairperson
- Standing Committee Chairpersons shall be responsible for scheduling committee meetings, setting an agenda consistent with the basic goals and objectives as set for the committee by the Executive Committee, and addressing other relevant matters that may come before committee. The chairperson may delegate responsibility for action on items pending before the committee, prepare written reports for communication to the Staff at large, manage the recruitment of non-Council members to serve on the committee, and adhere to all other requirements imposed by the Council's Constitution and Bylaws.
- The chairs of committees will maintain close contact with each other to share information and identify common initiatives
- A verbal and written report will be made by the committee Chairperson. A verbal report will be made at the next Council meeting following the committee meeting, with the written report given to the Secretary before the meeting.
C. Standing Committee Descriptions
- Executive Committee:
- Recruits guests for monthly meetings.
- Communicates with IU/community decision-makers.
- Formulates position papers on issues.
- Organizes retreat.
- Runs elections (Parliamentarian).
- Appoints members to serve on campus searches/reviews/committees.
- Communicates with membership/new members.
- Serves as liaison to committees.
- Maintains contact with Staff organizations in other IU campuses.
- Ensures recognition of outstanding Staff.
- Communications and Marketing Committee:
- Publicizes BPC events and opportunities through such platforms as newsletters, emails, and other media outlets.
- Maintains and enhances website.
- Maintains and utilizes social media platforms.
- Sends welcome emails to new Staff.
- Conducts research and surveys.
- Maintains New Professional Staff Orientation Document.
- Events Management Committee:
- Organizes forums on topics of interest.
- Organizes "Get to know your campus", and when appropriate, “Get to know your colleagues” events.
- Conducts outreach activities.
- Professional Development Committee:
- Awards professional development grants.
- Organizes fundraising events.
- Oversees Employee Perks page.
- Solicits reports from professional development grant awardees.
D. Ad Hoc Task Forces
- As special issues arise, the Council may direct the Executive Committee to establish ad-hoc task forces to research and recommend action to the Council.
- Any Council member may be asked to serve on such task forces.
- Ad-hoc task forces will be chaired by a Council member appointed by the President.
- Ad-hoc task forces will meet as needed. A verbal and written report will be made by the ad-hoc task force Chairperson. The verbal report will be made at the next general Council meeting following the ad-hoc task force meeting, with the written report given to the Council Secretary and/or the IUBPC office staff at the same time.
- The Executive Committee will set the initial agenda of each ad-hoc task force based upon suggestions from the Council and its constituency.
- University administration may request the Council to call a special meeting of the Staff. Special meetings may also be called by a two-thirds vote of the Council. Staff shall be notified at least one (1) week in advance of the date of a special meeting.
- The Secretary of the Council, in concert with the IUBPC office staff, shall keep comprehensive minutes of the proceedings and actions of all special meetings and make this information available to the Staff.
- The Bylaws may be amended by a majority vote of the Council Members present at a regular monthly meeting. Proposed amendments to the Bylaws must be presented one (1) meeting prior to voting on the amendments. If there is an additional amendment or change to a proposed amendment, a motion must be made, seconded and passed, that waives the "one (1) meeting prior to voting on the amendment" bylaw, and then the proposed amendment can be considered by the Council Members present.
- Ex-officio member: members of committees by virtue of a position held elsewhere. Ex-officio members of committee who are also Council members have voting rights on committees unless otherwise stated. Ex-officio member to the Council, who are not members of the Council, do not have voting rights in the Council.
- Staff: any professional staff member represented by the Council.
- Vacant seat: a vacancy on the council from Staff who have resigned from the council and/or IU before the end of their term. Generally, it is not a full-term seat (e.g., one (1) or two (2) year terms).
- Year: The council year is defined as dates ranging from July 1-June 30.
- Resolutions are statements made by the IU Bloomington Professional Council that provide our leadership with the opinions of our membership on relevant matters of significance.
- A member who would like to propose a resolution should reach out to the Executive Committee, who will consider, discuss, and make a determination to “recommend,” “do not recommend,” or “no recommendation” before a proposal is presented to the council.
- Regardless of the Executive Committee’s decision, the proposal and Executive Committee’s decision should be introduced into record at the next monthly council meeting (e.g., even when a determination of “do not recommend” or “no recommendation” is made, the larger council is at least made aware of that decision).
- If the Executive Committee “recommends,” the proposal should be further discussed by members at the next monthly council meeting(s).
- If the council feels strongly that a resolution should be drafted, either the Executive Committee will be responsible for the draft or an ad hoc committee formed to draft the resolution.
- Once a resolution has been drafted, it should be distributed to all council members in advance of the next monthly meeting for review. Council members should review any edits made after further discussion(s).
- Once a draft is finalized, a vote should then be motioned, seconded, and finally taken, if applicable.
- Resolutions require that two thirds of the council vote in favor of the proposal.