Council for Women's Concerns
BYLAWS
PREAMBLE | NAME
| PURPOSE | REPORTING
| MEMBERSHIP
MEETINGS | OFFICERS
| COMMITTEES
PREAMBLE
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The
West Virginia University Council for Women’s Concerns, affiliated
with the President’s
Office for
Social Justice and the Social Justice Council, is committed to promoting
the equality
of women in the University and local communities. The Council is comprised
of women and men representing WVU faculty, staff, and students, and
representatives of the greater Morgantown area. The Council facilitates
dialogue, gathers information, and consults with diverse segments
of the community. The Council advises the President’s Office for
Social Justice regarding priorities for action by the University and
acts as an advocate for women’s concerns.
The
Council affirms that discriminatory practices and prejudicial attitudes
are not the unique
or particular concern of the victim, but rather are, or should be, the
collective concern of the Morgantown and University communities. The
Council calls on these communities to be role models for others by manifesting
a visible commitment to social justice at every level
and function and to treat all persons at all times in a fair, equitable,
and civil manner.
The
Council recognizes that discrimination of any kind impedes the progress
and integrity
of the entire community. Thus the Council is committed to eliminating
discrimination,
not only towards women, but also to intersections of gender with other
issues such as race,
age, religion, sexual orientation, disability, color, national origin
or veteran status.
ARTICLE
I—NAME (back to top)
The
name of the Council shall be the West Virginia Council for Women’s
Concerns,
and shall be referred to as the Council throughout this document.
ARTICLE
II—PURPOSE (back
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The
purpose of the Council is to promote the equality and empowerment of
women in all
areas of the University and local community life. More specifically,
the Council will address the special needs of women by: (a) facilitating
dialogue on women’s issues; (b) formulating and initiating action
plans; (c) collaborating with the Social Justice Council and other groups
to promote and encourage institutional and community activities and
initiatives; (d) providing an ongoing needs assessment to identify areas
of concern; and (e) advocating for women’s equality.
ARTICLE
III—REPORTING (back
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The
Council reports to the Executive Officer for Social Justice who reports
to the President
of the University through the President’s Office for Social Justice.
ARTICLE
IV—COUNCIL MEMBERSHIP (back
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Section
1. Members
Membership shall consist of a broad representation from the University
and the greater Morgantown area, and shall number no more than thirty
(30) and no less than twenty (20) persons, not including ex-officio
members.
1a.
Membership shall be drawn from the following categories:
1c.
Male representation on the Council is desired, but should not exceed
one-third (1/3)
of the total voting membership.
Section
2. Election of new members
The Nominations Committee shall present a list of new member nominees
at the March meeting. Election of new members will held by secret ballot
at the April meeting.
Section
3. Appointment
Council members shall be appointed by the President’s Office for
Social Justice from the results of an affirmative vote of a majority
of the Council present at the April meeting. The current Chair of the
Council for Women’s Concerns presents the nominees to the President’s
Office for Social Justice. The appointment year for newly elected members
begins on May 1 and ends on April 30.
Section 4. Term
The term of office of faculty, staff, and community Council members
elected at any annual meeting shall be three (3) years. The term of
office of full-time student members elected at any annual meeting shall
be one (1) year. Members may succeed themselves for one additional term,
except that student members may succeed themselves for two
additional terms.
Section
5. Vacancies
In the event that a newly elected member declines appointment by the
President’s Office for Social Justice, a member resigns from the
Council during the year, or there is a vacancy due to fewer nominees
on the ballot at the April meeting than the number of anticipated Council
vacancies for the next academic year, the Chair shall appoint a replacement
to fill the vacancy. Such replacement(s) shall be selected from the
slate of nominees for membership or from nominations from the floor.
Such appointees shall be appointed for full terms. All such replacement(s)
shall complete the online application on the Council’s website.
Online replacement nominee application forms are received by the President’s
Office for Social Justice. The President’s Office for Social Justice
forwards a paper copy of the application form to the Council chair.
When appointment is made at a time other than the annual election, the
year of the appointment shall serve as the first year of the
member’s term.
Section
5. Duties of Members
5a.
Service on Council committees
All Council members are encouraged to serve on at least two Council
committees.
5b.
Meeting Attendance
Council members have an obligation to attend regularly scheduled meetings,
including the annual May retreat meeting. Members must notify the Chair
or the Communications Secretary of an anticipated absence prior to the
meeting. Members who miss more than two consecutive meetings without
advance notice or who miss more than 50% of all regularly scheduled
meetings for the year may be asked to resign from the Council. Members
who have regular conflicts during a semester, i.e., from a class conflict,
may continue on the Council for that semester if they are actively involved
in a Council committee. However, if members have class or other conflicts
throughout a Council year, they should resign from the Council and ask
to be considered for membership again at a time when their schedules
permit more regular attendance. While every effort will be made to accommodate
these requests for
re-election, there can be no guarantees in a particular year, due to
the need to balance the different constituencies on the Council in any
year.
ARTICLE V—MEETINGS (back
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Section
1. Regular meetings
Regular meetings of the full Council shall be held monthly
during the school term on the first Friday of the month, except for
holidays and semester
breaks in which case the meetings will be held on the second Friday
of the month.
Section
2. Conduct of meetings
Robert’s Rules of Order shall guide the transaction of all business
of the Council.
Section
3. Quorum
The presence in person of a simple majority of the Council shall
constitute a quorum for the transaction of business. The acts of a quorum
shall constitute
the acts of the Council.
Section
4. Elections
An election by secret ballot shall be held annually at the April
meeting to elect officers and new members.
ARTICLE
VI—OFFICERS (back
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Section
1. Officers
The officers of the Council shall include a Chair, Vice-Chair(s), Communications
Secretary, and Financial Secretary, all of whom shall be elected annually
by the Council. The Council may, from time to time, also elect or appoint
one or more additional officers or assistant officers.
Section
2. Election of officers
Officers are elected by Council members by secret ballot at the April
meeting.
Section
3. Term
Officers are elected for a term of one (1) year and may be re-elected
for a second term.
Section
4. Vacancies
Should a newly elected officer not accept the office or resign during
the year, or should an officer vacancy occur for any other reason, the
Chair shall appoint a replacement to fill the vacancy.
Section
5. Duties of Officers
5a.
The Chair presides at all meetings, enforces the bylaws, and follows
the charge of the Council. The Chair appoints all Council committee
chairs and reports on all Executive Committee and Social Justice Council
meetings at which she/he is present. The Chair serves as the Budget
Officer.
5b.
The Vice-Chair(s) attend(s) all meetings, monitor(s) all events, and
oversee(s) all committees of the Council and Executive Committee and
presides at meetings in the absence of the Chair.
In the absence of the Chair and the Vice-Chair(s), the Secretary serves
as the Council representative on the Social Justice Council.
5c.
The Communications Secretary ensures that minutes of the Council meeting
are recorded and distributed to Council members. She/He attends all
meetings of the Council and the Executive Committee; is custodian of
important documents; and generates an annual meeting schedule, which
includes date, place, and recorder. In the absence of the chair and
the Vice-Chair(s), the Secretary serves as representative on the Social
Justice Council.
5c.
The Financial Secretary attends all meetings of the Council and the
Executive Committee. The Financial Secretary is responsible for keeping
track of the Council’s budget that is based in the President’s
Office for Social Justice, including appropriations from the President’s
Office for Social Justice, any receipts from the Women of Color luncheon,
or any other events that the Council for Women’s Concerns might
sponsor. While all expenditures must be authorized and processed through
the President’s Office for Social Justice, the Financial Secretary
shall be responsible for preparing a monthly report to the Council for
Women’s Concerns on the status of the Council’s accounts
and shall be responsible for working with the President’s Office
for Social Justice to insure that all expenditures and receipts are
handled in accordance with WVU procedures.
ARTICLE VII—COMMITTEES (back
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Section
1. Executive Committee
The Executive Committee includes the Chair, Vice-Chair(s), Communications
Secretary, and Financial Secretary of the Council. The immediate past
Chair, if still a member of the Council, shall serve on the Executive
Committee for one (1) year. Ex-officio members of the Council shall
also serve on the Executive Committee. Council committee chairs may
be called upon to report at these meetings as directed by the Chair
of the Council.
The
Executive Committee:
1a.
Meets monthly the week before regularly scheduled Council meetings to
review the minutes of the previous meeting and to prepare the agenda
for the next meeting.
1b.
Transacts all routine and emergency business of the Council between
monthly meetings of the Council and has all the powers of the membership
subject to later approval, ratification, or rejection by the general
membership of the Council.
1c.
Monitors attendance and membership terms, reviews the list of suggested
nominees for membership, and solicits nominations from the Council with
respect to vacancies on the Council.
1d.
Provides information to the media and contacts groups that are interested
in the activities and purposes of the Council, subject to approval by
the general membership.
1e.
Addresses specific issues identified by the membership and executes
those identified as goals and objectives.
1f.
Submits an annual report to the Executive Officer for Social Justice
on behalf of the Council by June 30 of each year following approval
at the May meeting.
Section
2. Council Committees
The Executive Committee shall determine Council committees
to reflect the Council’s agenda for the year. Through Council
committees, each member serves the Council in fulfilling its specified
goals, objectives, and initiatives. Council committee membership shall
be finalized at the first meeting of each academic year.
Section
3. Nominating Committee
The
Nominating Committee shall begin an annual cycle of recruiting officer
and new member nominees in December in preparation for Council elections
of officers and new members at the April meeting.
3a.
New Members: Recruitment and Election
In December, the Nominating Committee reviews the current Council membership
roster and determines if there will be vacancies on the Council for
the next academic year. In January, if there are any anticipated vacancies,
the Nominating Committee issues a Council, community and University-wide
call for Council nominations. The nomination period will close on February
10.
Nominees may self-nominate or may be nominated by Council members or
others. All nominees must complete the online application form on the
Council’s website.
Online nominee applications forms are received by the President’s
Office for Social Justice. The President’s Office for Social Justice
forwards a paper copy of the application forms to the Chair of the Council’s
Nominating Committee by February 20. The Nominating Committee prepares
and presents a slate of all eligible Council nominees at the March meeting.
The Nominating Committee prepares a ballot and conducts an election
of new members by secret ballot at the April meeting.
To maintain a full Council, the Chair will appoint new members to fill
any vacancies due to (1) fewer than nominees than the number of anticipated
Council vacancies for the coming year or (2) the resignation of a Council
member during the year.
3b.
Officers: Recruitment and Election
In January, the Nominating Committee issues call to Council members
for nominations for Council officers. The nomination period will close
with the adjournment of the March meeting.
Nominees may self-nominate or may be nominated by Council members.
The Nominating Committee will talk with candidates about the duties
of officers and their willingness to serve.
The Nominating Committee prepares a slate of officers for any and all
positions and presents the slate at the March meeting. Nominations may
be taken from the floor at the March meeting.
The Nominating Committee prepares a ballot and conducts an election
of officers by secret ballot at the April meeting.
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(Updated
9/2008)