Commission on Women

By-Laws

 

I. Name of Organization
Commission on Women, hereinafter known as “Commission” or “the Commission.”

II. Purpose
The UMD Commission on Women provides direction, leadership, and expertise to the UMD community to improve and enrich the work and learning environments of women.

III. Membership
The Commission strives to reflect diversity in terms of race, age, sexual preference, disability, and ethnicity. Members serve two-year terms starting in May, except for student representatives who serve one-year terms, and are elected to represent the following areas:

A. Up to six faculty members, one from each of the six academic areas (CEHSP, CLA, CSE, LSBE, SFA, Med/Pharmacy);

B. One member from among the senior administrators;

C. Two members from the Professional and Administrative staff;

D. Nine members from the Civil Service staff (up to five bargaining unit staff, up to four non-bargaining unit staff);

E. Up to three members from graduate/professional and/or undergraduate student populations, appointed by the Commission to serve.

F. In the event the Commission has not met the full complement of members as defined above, the Commission will consider the duly elected membership to be its total number of members for that year. The Commission may choose to elect one additional member from some categories to make up for lack of members in other categories.

IV. Meetings and Quorum
At least one regular meeting shall be held each month during the academic year. The Commission may meet more frequently. A quorum shall consist of a simple majority of currently active Commission members.

V. Election Protocol

A. Elections will be held every spring semester at least four weeks before the last regularly scheduled Commission meeting for all vacant positions.

B. Elections will be conducted by the By-Laws Committee.

C. The election process is as follows:

1. A written call for nominations listing all open positions will be sent two weeks prior to the election to the UMD campus faculty and staff.

2. Willingness of the nominee to serve will be secured prior to listing on the ballot. Nominees can only represent one voting group.

3. If an election is uncontested (i.e., if the number of nominees for a particular area of representation does not exceed the number of open seats for that area), nominees will be automatically appointed to the Commission.

4. In the case of a contested election, ballots will be mailed electronically in early April to all women in the appropriate voting group(s), with the date of return to be no more than five (5) working days from the date of distribution.

5. Ballots will be counted by two members of the By-Laws Committee (if up for re-election, then two other members of the Commission will be designated by the Chair).

VI. Replacing Members

A. Any member who misses three (3) consecutive meetings for reason other than sabbatical, semester leave, or prior arrangements will be subject to replacement.

B. Upon recommendation of the Commission the member will be informed of her status on the Commission in writing, by the Chair.

C. The runner-up in a contested election will be asked to serve the remainder of the resigning member’s term. In the case of a refusal, the Commission will seek nominations for the open seat by sending out an email to all constituents. If more than one person is willing to serve out the term, Commission members will vote for one representative. Voting may take place electronically.

VII. Membership Voting

A. All elected/appointed members shall have one vote. Ex-officio members are non-active, non-voting members, except as noted in article X.A.3.c.

B. A majority of the current elected/appointed membership will be necessary to decide any issues which need a vote. A majority is one vote greater than half those voting.

C. All issues which pertain to the alteration of the by-laws and the disbursement of the Commission on Women funds shall require a majority vote of the elected/appointed membership.

D. Members who anticipate an absence during which time a vote is scheduled may submit a written proxy via letter or electronically to the Chair or Treasurer.

VIII. Annual Report

A. An Annual Report will be provided to the membership by the Chair at the September meeting.

B. The report will include a summary of the year’s accomplishments, committee reports, itemized budget (showing receipts and disbursements for the past year), plans for the future, and any other pertinent information.

C. A committee may be established to assist the Chair in preparation of the report.

D. The Annual Report may be distributed electronically. A paper copy of the report will be kept on file and will be sent to the Chancellor, Vice Chancellors, and UMD Archives. An electronic version of the Annual Report will be posted on the Commission on Women website and the link will be sent to all UMD women.

IX. Budget

A. Funds Availability:

1. The Chair and Treasurer will recommend at the outset of each academic year how funds will be allocated. Approval of funding will then be voted on by the commission.

2. If additional monies remain near the end of the year, the Chair and Treasurer will make recommendations to the Commission as to how the money will be allocated.

B. Grant Allocation Procedures:

1. At the outset of each academic year, the Grants Committee will recommend:

a. The two application deadlines for major funding proposals ($301-$1,000);

b. That small grant proposals ($300.00 or less) be accepted throughout the year and be voted on at the same meeting; and

c. That an individual or group receives only one award per semester.

d. The Commission members will vote on these recommendations.

2. The Grants Committee will review only those proposals made on an official Commission application form and/or accompanied by an official presentation to the Board addressing the nature of the project, the manner in which the project advances the mission of the Commission, and the amount of funds requested.

3. The Grants Committee will submit their recommendations to the Commission for discussion; the Commission will vote to accept or reject funding requests.

4. Notification of acceptance/denial of funds will be made in writing by the Chair or may be assigned by the Chair to the Grants Committee. Additional funding will be granted for the Leadership Program, Spring Luncheon, Women’s History Month, membership lists, and publicity of events.

X. Officers

A. Chair

1. Duties:

a. Presides at meetings;

b. Prepares an Annual Report;

c. Is an ex-officio member of all committees;

d. Represents the Commission at formal campus and off-campus functions;

e. May delegate members to represent her.

2. Election:

a. The Chair will be elected by the sitting membership of the Commission at the last meeting of Spring Semester. The individual receiving the highest number of votes will be elected.

b. All active members, except members serving the first year of their first two-year term, are eligible to be nominated. Nominations must be with the consent of the nominee. A list of eligible nominees will be distributed by the By Laws Committee with the call for nominations.

c. If only one nominee comes forward to serve as chair, she is automatically appointed to the position.

3. Term:

a. The term of office will be one year. There is no limit on the number of terms for the Chair.

b. The term of office begins July 1. The period of time between the election and taking office will be used for orientation of the incoming chair.

c. The outgoing Chair will remain as a voting ex-officio member for one year.

B. Vice Chair

1. Duties:

a. Presides at meetings when the Chair is absent.

b. Take minutes at regularly scheduled Commission meetings. Distributes/posts minutes to members within one week.

c. Serves as Interim Chair until the next regularly scheduled election, should the Chair be unable to complete her term.

d. Is an ex-officio member of all committees.

e. Assists the Chair as needed.

f. Works with the Chair to understand the policies, procedures, practices, history, and processes of the Commission on Women.

g. May work with the Chair to prepare to assume the responsibilities of the Chair.

2. Election

a. The Vice Chair will be elected by the sitting members of the Commission at the last meeting of Spring Semester.

b. All active members, except members serving the first year of their first two-year term, are eligible to be nominated. Nominations must be with the consent of the nominee. A list of eligible nominees will be distributed by the By Laws Committee with the call for nominations.

c. If only one nominee comes forward to serve as chair, she is automatically appointed to the position.

3. Term:

The term of office will be one year. The Vice Chair may serve up to three consecutive terms.

C. Treasurer

1. Duties:

a. Presides at meetings when Chair and Vice Chair are absent;

b. Issues budget status report each semester;

c. Fulfills budgetary responsibilities defined in section IX.

2. Election:

a. The Treasurer will be elected by the sitting members of the Commission at the last meeting of Spring Semester.

b. All active members, except members serving the first year of their first two-year term, are eligible to be nominated. Nominations must be with the consent of the nominee. A list of eligible nominees will be distributed by the By Laws Committee with the call for nominations.

c. If only one nominee comes forward to serve as chair, she is automatically appointed to the position.

3. Term:

The term of office will be one year. The Treasurer may serve up to three consecutive terms.

XI. Standing Committees

A. The following Standing Committees shall be appointed by the Chair in consultation with Commission members:

1. By-Laws: to review the by-laws annually and make recommendations or revisions as necessary; to oversee general membership elections and election of officers;

2. Programming and Publicity: to review Commission on Women publications and make recommendations or revisions as necessary; to plan, prepare, and promote ongoing Commission on Women events and activities; to develop opportunities to connect with all campus women, regardless of role;

3. Grants: as set forth in IX;

4. Climate: To plan, prepare, and promote ongoing Commission on Women events and activities aimed at understanding the climate for women on campus, and explore and execute programs that improve the climate for all campus women, regardless of role.

5. Others as deemed necessary by the Commission members.

B. Committee chairs shall be appointed by the Commission Chair annually, and can be removed for cause at her discretion. A representative from the Commission on Women will be nominated and approved by the Commission to serve on campus-wide committees as needed. The Commission will review such representation on an annual basis.

XII. Amendments

Proposed amendments to these by-laws shall be presented in writing at a meeting and distributed to all absent members. Voting on amendment(s) to the by-laws shall take place at the following regularly scheduled meeting. Absent members can participate with a written proxy vote to be counted at the meeting. Passage of an amendment requires a two-thirds majority of membership.

Adopted: ???
Reviewed/Revised: 5/08, 5/09