Commission for Women Bylaws

ARTICLE I.  NAME

The name of the organization will be the University of Michigan-Dearborn Commission for Women. It will be referred to as the CFW in this document.

 

ARTICLE II.  PURPOSE

The CFW has the responsibility of providing an advocacy role on issues of concern to women employees of the campus.  The CFW will work toward recognizing and promoting women鈥檚 opportunities for professional development and personal growth.

 

ARTICLE III.  MEMBERSHIP

All employees (men and women) of 51视频-Dearborn are considered stakeholder members of the CFW. Individuals that express an interest in serving as an officer will follow the election process and will be installed after the yearly spring meeting. 

 

ARTICLE IV.  EXECUTIVE BOARD

Section 1.  Membership

The Executive Board (also known as the 鈥淏oard鈥) of the CFW will consist of a maximum of 20 members and shall be elected by and from the membership to serve a two-year term. Only members shall be entitled to stand for election to an office of the association. Officers can be voted into another term for a position, or they can run for another position. Executive members receive no financial stipend or compensation.

Section 2.  Voting

Each member shall be entitled to one vote on each matter submitted for a vote of the membership. Voting may occur electronically or in person at a regular meeting of the membership or by procedures approved by the Board and in compliance with these bylaws.

Section 3.  Elections and Vacancies

Term duration:

Duration: Terms will be two years in length.  Expirations will be effective every April 30.

Seat Expiration: Approximately one-half of the Executive Board will be subject to election each calendar year.

Elections:

The CFW will conduct elections for available seats during April of each year. A nominating committee will be appointed by the Executive Board in September of each year. (See Article VII Section 1.2 Nominating and Elections Committee).

Method of Election: Elections will be conducted in a three-part process as follows: 1) the nominating committee will present a slate of nominees to the Executive Board no later than February.  The slate will be approved by the Executive Board.  2) At the April general meeting of the CFW, the slate will be presented.  All nominees must be present at this meeting unless they have first requested and received an excused absence. 3) Each nominee will speak about why they wish to be elected and the Nominating Committee will make available copies of the written bios/statement for all nominees. If there are more nominees than vacancies, all members present will then vote and the candidates receiving the largest number of votes will be elected. Should the number of nominees be equal to the number of vacant positions, all nominees will automatically be elected. 

Vacancies:

In the event of a vacancy, the Board may appoint a replacement to fill the balance of the term.  The Executive Board may vote to allow the seat to remain vacant until the next election. If the Board chooses to fill the vacancy, the Nominations and Elections Committee will set up a deadline for nominations from the Board, obtain biographies, and set up an election with a physical or electronic ballot for Board members.  In no event should the number of seated members fall below 12.

Section 4.  Duties

The Board of the Commission will be responsible for setting an agenda for the year, setting an annual budget, dispensing funds, making recommendations on organizational policy, scheduling the time and place of meetings, and presenting reports to the membership. All Board members are expected to actively participate in as many Commission-related activities as possible and to actively serve on one standing committee. All members of the Board will be on the Susan B. Anthony Committee (see Article VII, section 1.4).

 

ARTICLE V.  OFFICERS

Section 1.  Membership

The officers of the CFW will be elected from and by the members of the Board. If no one on the Board is willing or has the ability to perform Treasurer duties, the Treasurer may be appointed by the Board as an ex-officio Board member. The officers will include Co-Chairs, Treasurer, Corresponding Secretary, Recording Secretary, and Webmaster.

Section 2.  Tenure

All officers will serve for a term of one year (May 1 through April 30).

Section 3.  Selection Procedures

The outgoing Chair will call the first Board meeting following the election of executive board members.  At this meeting, an election of officers will be held.  The Board will call for nominations for each office from the members of the Board.  Following the close of nominations, a vote will be taken. 

Section 4.  Duties

  1. Co-Chair Positions

The administrative officers for the Commission will be two co-chairs in lieu of a Chairperson and Vice-Chairperson. The co-chairs will hold their position for two years. There must be a break of at least two years before they can run for the position again. At the start of each administrative year the two co-chairs will assign responsibility for the performance of the following duties:

a. Setting the meeting schedule

b. Setting the meeting agenda

c. One co-chair will serve as the authorized signatory for all accounts.

d. Maintaining the archives of the CFW

e. Serving as a parliamentarian, using Robert鈥檚 Rules of Order, Newly Revised as an authority.

f. Representing the CFW at events and meetings.

 4.2  Treasurer

The Treasurer will be responsible for the collection and disbursement of all funds, keeping accurate financial records, and preparing budgets and financial reports for the Commission.  The Treasurer will be an authorized signatory for accounts.

4.3. Corresponding Secretary 

The Corresponding Secretary will distribute agendas for all business meetings, reserve the meeting rooms and handle the official correspondence of the Commission. 

 4.4 Recording Secretary

The Recording Secretary will be responsible for taking and distributing the minutes and taking attendance at business meetings of the Board and at general meetings.  They will also maintain an electronic record on the Commission shared drive of bylaws, minutes, committee reports, and lists of Board members, as well as maintaining a list of standing committee memberships.

4.5 Webmaster

The Webmaster will maintain the website and work with various aspects of the CFW to ensure that promotional materials for events are shared on sight and on social media.

Section 5.  Vacancies

In the event of a vacancy, the Board will elect a replacement from among its members. 

 

ARTICLE VI.  MEETINGS

General Meetings: An annual meeting of the CFW will be held in April of each year.  The meeting will be open to all members of the campus community.  Other general meetings can be called by the Board whenever appropriate. 

Board Meetings: The Board will meet no less than six times a year.  The meetings will be open to all members of the campus community.  Only members of the Board are eligible to cast votes. 

Electronic meetings may be conducted through the use of online meeting platforms, such as Zoom or Google Meet. Such platforms must be able to support anonymous voting when required, support visible displays identifying those participating, and identify those seeking recognition to speak. Electronic meetings shall be subject to all rules as stated in these bylaws. An anonymous vote conducted through the designated online meeting platform shall be deemed a ballot vote, thus fulfilling any requirement in the bylaws or rules that a vote be conducted by ballot. 

Hybrid meetings allow for a platform to be made available that would allow for a member that might otherwise miss the meeting to attend. 

 

ARTICLE VII.  COMMITTEES

Section 1.  Standing Committees

The Standing Committees will be Programming, Nominating & Elections, Publicity, Susan B. Anthony Award Program, Professional Development, and General Meeting Planning.  The Chair of each committee is to be appointed from the CFW Board by one of the Co-Chairs.  Each committee should have not less than four members.  Committee members can be selected from the entire campus community.  Standing committee members will serve a term of one year.

  1. Programming Committee

The Programming Committee, in conjunction with the Board, will plan and coordinate the series of luncheon programs for the CFW.  The programs must be approved by the Board.

1.2 Nominating and Elections Committee

The Nominating and Elections Committee will be appointed in September of each year.  Their duties are to select a slate of nominees for the Executive Board and conduct elections at the April General meeting as described in Article IV, Section 3. In the process of putting together a slate of candidates, the Nominating and Elections Committee will contact all CFW Board members whose term is due to expire and determine their interest in seeking reelection. The committee will also solicit nominations from the campus. Each interested nominee, including current Board members, must submit a short bio and statement of why they want to serve on the Commission for Women. The CFW will make copies of those bios/statements available at the April general meeting.  

1.3         Publicity Committee

It will be the function of the Publicity Committee to publicize all program activities of the CFW through newsletters, announcements in campus publications, mailings, posters, etc.  This excludes the Susan B. Anthony Event. 

1.3.1. The Webmaster will maintain the website and work with various aspects of the CFW to ensure that promotional materials are shared on sight and on social media.

  1. Susan B. Anthony Program Committee 

The Susan B. Anthony Award Committee will plan and coordinate all facets of the annual Susan B. Anthony Award Program, including planning and selection of recipients. 

1.4.1. Due to the volume of work and the complexity of planning that goes into this event all Board members will be on this Committee. If possible, membership will be extended to the prior year's award recipient.  Membership to members of the campus community will be extended and encouraged.

1.4.2. Members should be either past and/or current members of the Board.  A member of the Board who will serve as a non-voting member except in the event of a tie vote will chair the Committee. 

1.4.3. If the Committee Chair is a past winner of the award, he or she will be eligible to vote.  An individual selected to receive the award will be eligible for re-nomination after ten years have passed.

1.4.4. Selection subcommittee鈥檚 role is to oversee the nominations process and selection recipients. 

1.4.5. Planning subcommittee鈥檚 role is to oversee marketing, menu, and promotion of the event.

1.4.6. Additional subcommittees can be convened on a needs basis.

  1. Supplemental Professional Development Committee 

The CFW Supplemental Professional Development Fund supports the professional development activities of 51视频-Dearborn staff and faculty who promote the advancement of women and girls.  The Committee will consist of no more than six members, including the Treasurer, and will meet at regular intervals throughout the year to award stipends for professional development on a competitive basis according to criteria agreed upon by the CFW.

1.6 General Meeting Planning Committee

The General Meeting Planning Committee will plan the General Meeting and coordinate such activities with the Nominations and Elections Committee.

Section 2.  Special Committees and Appointments

  1. The Co-Chairs, with the approval of the Board, may appoint Special Committees (i.e., audit, bylaws, annual report, special programs, etc.).  Such committees will serve concurrently with the Commission Chairs who appointed them or until the task assigned to them has been completed.
  2. It is recommended that appointees shall be made each year for:

2.2.1 Liaison to American Association for University Women (AAUW) 鈥 a member of the board shall be designated to represent the Commission at AAUW events as necessary.  The Commission will pay the AAUW membership dues for the Liaison. 

Section 3.  Committee Reports

Chairs of standing and special committees will give reports on the progress of the assignments at all business meetings and annual meetings of the CFW.  At the end of their tenure of office, they will submit written reports to the Recording Secretary and to a Co-Chair.

 

ARTICLE VIII.  QUOR51视频

Section 1.  General Meeting

The quorum for the general meeting is the number of persons present at the meeting.

Section 2.  Executive Board Meeting

The quorum for Executive Board meetings is 51 percent of currently seated Board members.  A quorum must be present to conduct business.

 

ARTICLE IX.  ORGANIZATIONAL DISCIPLINE

While it is strongly recommended that all CFW Board members attend all Board meetings, it is also understood that the work schedules of our membership at times will prohibit their attendance. Therefore, it is strongly encouraged that if members cannot regularly attend the meetings, they nevertheless need to maintain a strong presence on their committees and continue to find ways to contribute to the CFW.

CFW members who plan to be absent should notify the Recording Secretary prior to a scheduled meeting. The Recording Secretary is in charge of maintaining attendance records. Should a member realize that they will not make it for the in-person meeting, they need to notify the Recording Secretary within 24 hours, so that the hybrid option can be made available.

Members who do not attend meetings and do not participate can be removed from office following the guidelines listed below:

1. As the first action item on the agenda of a Board Meeting, the Board may entertain a Removal Action. 

2. Three unexcused absences will be grounds for removal from the Board.  

3. The procedure for removal is as follows:

  1. At least one week prior to the next scheduled meeting, a copy of the removal notification will be included with the agenda, 
  2. Formal removal will require a two-thirds (2/3) vote of the members present (the person being considered for removal may be present, and state his/her case, but may not vote in this action.

Attendance records will be maintained by the Recording Secretary. 

As the first action item on the agenda of an Executive Board Meeting, the Board may entertain a Removal Action.  Three unexcused absences will be grounds for removal from the Executive Board.  The procedure for removal is as follows: (1) at least one week prior to the next scheduled meeting, (2) a copy of the removal notification will be included with the agenda, (3) formal removal will require a two-thirds (2/3) vote of the members present (the person being considered for removal may be present, and state his/her case, but may not vote in this action. 

 

ARTICLE X.  PARLIAMENTARY AUTHORITY

The rules contained in Robert鈥檚 Rules of Order, Newly Revised will govern all proceedings, except in cases where they are inconsistent with these bylaws.

 

ARTICLE XI.  PROCEDURE FOR AMENDING BYLAWS

These bylaws may be amended by a majority vote of the members in attendance at a general meeting, provided the amendment has been previously discussed by the Board and submitted in writing or via campus e-mail to the membership at least one week prior to the general meeting.  

 

Last bylaws change: 11/11/2022

Commission for Women