LGBT Faculty/Staff Association Constitution & Bylaws
Constitution
I. Purpose
We, the Grand Valley State University LGBT Faculty and Staff Association (Association), aspire by our presence and visibility to help create a safe and supportive professional environment for all lesbian, gay, bisexual and transgendered faculty and staff of GVSU. The Association is a professional organization that serves as a resource and advocacy group for these employees and their families.
Among the functions of the LGBT Faculty and Staff Association are the following:
- To provide a safe and confidential forum for the discussion of issues important to the LGBT community at GVSU.
- To encourage and promote scholarship, research and teaching that addresses questions relevant to GLBT persons and to all members of the university across disciplines concerned with understanding the role of sexual orientation in culture and society.
- To help faculty across the university develop pedagogical approaches that are sensitive to the sexual diversity present both in our classrooms and in the larger community that will be served by the undergraduates and graduates we are preparing for professional service.
- To help faculty and staff across the university understand and model behaviors that contribute to making GVSU a productive learning and working environment for gay and lesbian employees and students.
- To foster retention of LGBT faculty and staff.
- In the spirit of the university's desire to establish a diverse community, the Association shall seek to provide support and guidance for the University regarding issues that affect the well being of LGBT employees of the University.
II. Membership
Membership in the Association is limited to LGBT faculty and staff of the university and LGBT faculty and staff who have retired from the university.
III. Steering Committee
A. The Steering Committee shall be the governing body of the Association. The Steering Committee shall consist of the following four (4) positions:
- Chair: Responsible for scheduling and running meetings, interfacing with other organizations on campus including the LGBT Center, the Affinity Council, and Inclusion and Equity. Drafts end-of-year reports to I&E. Serves as spokesperson for the group.
- Communications officer: Maintains the mailing list, Facebook group, and website. Handles all requests to be added to the mailing list and sends out all communications to the membership. Maintains the information on the website and coordinates with University Marketing on any issues or changes to be made.
- Treasurer/Recorder: Keeps track of all budgetary items. Reports on funds at meetings, has access to the accounting software, handles all invoices and payments. Also takes notes at meetings and maintains the history and memory of the organization.
- Programming coordinator: Keeps track of opportunities for faculty and staff to participate in programming and works with partners, notably the LGBT Center, to match faculty and staff with students and programs.
B. The Steering Committee shall be elected, on an annual basis, by the membership of the Association. Once elected, the four members of the Steering Committee shall decide who will be the chair, vice chair, recorder, treasurer, web coordinator, and information coordinator. The four members will determine as Committee the responsibilities and duties required by each position.
C. In order to be elected to the Steering Committee one must be a member of the Association.
D. Special appointments shall be made by the Steering Committee to fill vacancies in the Steering Committee should they occur.
E. The Steering Committee shall meet throughout the year as it deems necessary.
IV. Voting
Voting by the membership shall take place at Association meetings or by any other method approved by the Steering Committee. The Steering Committee shall decide the manner, date and time for voting by the Association membership. All votes shall be decided by a majority of those voting.
V. Meeting and Elections
The Steering Committee shall determine the dates and times for Association meetings, Steering Committee meetings, and elections.
VI. Sub-committees
The Steering Committee has the power to appoint a sub-committee when it deems it necessary. The sub-committee and the members of the sub-committee shall act in accordance with the direction and supervision of the Steering Committee and shall have no authority except that granted by the Steering Committee.
VII. Records
The recorder of the Steering Committee shall be responsible for keeping a record of all meetings and correspondence of the Association.
The treasurer of the Steering Committee shall be responsible for keeping a record of all financial records, reports, and transactions of the Association.
VIII. Amendments
This Constitution shall only be amended, repealed, or replaced by a special vote of the Association membership called for by the Steering Committee.
Bylaws
Article 1: Association Meetings
Section A: Meeting Notice
- The meetings shall be at a time and place designated by the Steering Committee with written notice provided to each member no fewer than fourteen (14) days prior to the meeting.
Section B: Meeting Procedures
- Meetings shall be conducted by the chair of the Steering Committee. If the chair cannot be present the chair shall designate another member of the Steering Committee to conduct the meeting.
Section C: Special Meetings
- Special meetings may be called by the Steering Committee as the need arises.
- Written notice of special meetings must be provided no fewer than five (5) days prior to such a meeting, except in a severe crisis when the majority of the Steering Committee may order a special meeting with fewer days notice.
Section D: Minutes
- The recorder of the Steering Committee shall record the minutes of Association meetings and make them available to the membership no later than fourteen (14) days after the meeting.
Article 2: Election of Steering Committee Members
Section A: At the annual Association meeting, called by the Steering Committee, nominations may be made from the floor provided the nominee has given prior consent to serve.
Section B: Elections shall be decided by a majority of those members who vote. The Steering Committee shall decide the time, manner, and date for voting by the Association membership.
Article 3: Steering Committee Responsibilities
Section A: The Steering Committee meetings shall be called by the chair. The recorder of the Steering Committee shall keep notes of the meetings.
Section B: During the fall and winter semesters of each year the Steering Committee, or a designated sub-committee, shall meet with the Provost and the Vice President for Business and Finance. The Steering Committee, or a designated sub-committee, may also meet with other university officers and officials when necessary.
Section C: Association Finances
- The Steering Committee shall be responsible for the Association's finances.
- The Steering Committee may require that each member pay Association dues and may determine the amount of the dues.
- All disbursement of Association funds shall require the signature of the treasurer with written approval (letter, e-mail, or fax) of the Chair.
- Unauthorized disbursement of Association funds shall be considered embezzlement.
Article 4: Sub-Committees
In accordance with the Constitution of the Association, the Steering Committee has the power to appoint members to a sub-committee. All sub-committee members serve at the pleasure of the Steering Committee and may be removed when the Steering Committee deems it necessary. The Steering Committee may also disband a sub-committee when it decides that the sub-committee is no longer necessary.
Article 6: Awards
Section A: Award(s) shall be given by the Steering Committee on an annual basis at an on-campus event.
Section B: Prism Award(s)
- During the winter semester of each year, the Steering Committee will request nomination submissions from the FSA membership for recipients of the Prism Award.
- The Prism Award will be given to an individual or group that has worked and committed to creating a strong, safe, productive LGBT environment at GVSU.
- Upon closing of submissions, the Steering Committee will review and deliberate the scope and quality of nominee submissions. The Steering Committee will select at least one (1) nominee as the award recipient. Multiple awards (more than one) may be presented at the discretion of the Steering Committee.
- In the event no nomination forms are received, the Steering Committee may select an award recipient as a group, or elect not to present an award for that year.