DSA Constitution and By-Laws

 

Constitution and By-laws

Updated 9.7.2021

DSA CONSTITUTION 

Article I

The name of the organization shall be Drew University Staff Association (DSA).

Article II

The purpose of the Drew University Staff Association (DSA) is:

  1. To promote a spirit of community and self-awareness among the members of the University Staff.
  2. To encourage active engagement within the membership of Drew University Staff Association (DSA) and all University constituencies.
  3. To increase visibility and to expand the contributions of Drew University Staff Association (DSA) to the life and function of the University.
  4. To serve as the official staff representative body to the larger University community.
  5. Drew University Staff Association (DSA) shall be vested with the authority to discuss and express its view on any matter of general interest, and to make recommendations concerning any such matter to the Cabinet of the University.
  6. To act, support, and lead in alignment with and in furtherance of the University’s mission.

 

BY-LAWS

Article I: Membership

Section 1

Membership shall consist of all full and part-time staff employed by Drew University.

Section 2

All members are entitled to vote at all general or open meetings.  

Article II: Meetings

Section 1

General meetings of the Drew University Staff Association (DSA) shall be held a minimum of once per semester.  

Section 2

Notice of the meeting must reach the membership at least two (2) business days prior to the meeting.

Section 3

General meetings may be called by the Executive Board of at least ten (10) members. Notice of the meetings must reach General Membership at least two (2) business days prior to the called meeting.

Section 4

Items requiring the vote of the general membership must be submitted in writing to the executive board and the General Membership at least ten (10) business days prior to scheduled vote.`

Section 5

In order for the General Membership to conduct any business, a quorum, which shall consist of at least ten (10) percent of the membership of Drew University Staff Association (DSA), must participate. 

Section 6

Executive Board meetings shall be held once per month. Notice of the meetings must reach the Executive Board at least ten (10) business days prior to the called meeting

Section 7

Executive Board members must submit agenda items for the Executive Board meeting at least three (3) business days prior to the meeting. 

Section 8

Executive Board members are expected to attend all Executive Board meetings. If an Executive Board member will be absent from a meeting, they must email the Co-Chairs at least three (3) business days prior to the meeting with an updated report from their functional area. Frequent, habitual absences, or absences without communication will be discussed by the Executive Board to re-evaluate the role of the member. In the event an extenuating circumstance prevents your meeting attendance, you must notify the Co-Chairs immediately.  

Article III: Executive Board

Section 1 

PURPOSE

The objective of the Drew Staff Association Executive Board is to serve as the official body representing the views and experiences of the larger University community, to provide leadership and guidance to staff through programming and initiatives, to serve staff as a referral for resources or other information, and to promote a spirit of community and a compassionate, respectful, and ethical work environment among members of the staff and administration. 

Section 2

LEADERSHIP

  1. The leadership of the Drew University Staff Association (DSA) shall be two (2) Chief Executives, a Past Chair Advisor, a Secretary, a Treasurer, Representatives from eight (8) functional areas, two (2) members-at-large, and the Human Resources Advisor.
  2. The Executive Board shall consist of a fair representation from all levels of University staff. These elected officers shall make up the Drew University Staff Association (DSA) Board. 
  3. The two (2)Chief Executives will serve in the Co-Chair role.
  4. An Executive Committee shall consist of the two (2) Chief Executives, Past Chair Advisor, the Secretary, and the Treasurer.

Section 3

DUTIES OF THE EXECUTIVE BOARD

  1. The Co-Chairs of Drew University Staff Association (DSA) shall preside at meetings of the General Membership and of the Executive Board and shall discharge the duties which ordinarily pertain to that office. The Co-Chairs shall represent staff and the DSA to Cabinet and Executive Leadership, including,theCo-Chairs shall serve as the Staff Member-at-Large on the Annual Planning Budget Council (APBC) . In the absence of a Co-Chair on APBC, the Past Chair or an appointed Executive Board member will serve. 
  2. At least one Co-Chairs shall  be a member of the DSA Executive Board for at least one (1) year prior to serving in this capacity. In the event that a Co-Chair has not been elected, the DSA Executive Board will nominate such persons. If a Co-Chair cannot be selected outside nominations will be accepted. Co-chairs shall serve two year terms with at least one year overlapping. 
  3. In the absence of the Co-Chairs, the Past-Chair shall preside at meetings of the General Membership and the Executive Board. In the event that all Chief Executives are absent from the meeting of the General Membership or Executive Board, a chair pro tempore shall be chosen in advance by the Chief Executives to act at any such meeting or the meeting shall be rescheduled accordingly. 
  4. The Past-Chair will serve as an advisor to the Co-Chairs. As a person with history regarding Drew University Staff Association (DSA) operations, that person may preside over Drew University Staff Association (DSA) functions in the absence of the Co-Chairs.The Past Chair shall serve as one of the Staff Members at Large on the Annual Planning and Budget Council in the absence of the Co-Chairs.
  5. The Secretary shall be the custodian of all records of the Executive Board. The Secretary shall keep the minutes of all meetings of the Executive Board which, after approval, shall be transcribed in permanent record and then distributed to every member of the Executive Board. The Secretary shall make available, record of general or open meetings to Drew University Staff Association (DSA) General Membership.The Secretary will also assist with maintaining the DSA website and Functional Area initiatives as needed. 
  6. The Treasurer shall be responsible for the monitoring of the Drew University Staff Association (DSA) budget and shall oversee and authorize all expenditures. The Treasurer shall present the proposed budget for approval by the Board at the September Executive Board meeting. An expenditure report will be prepared by the Treasurer at the request of the Executive Board.
  7. The Members-at-Large shall represent specific constituencies that otherwise lack representation on the Executive Board and shall serve as liaisons from those constituencies to the Executive Board. This includes overseeing the Staff Spotlight initiative or its equivalent in addition to supporting projects or initiatives as directed by the Executive Board. 
  8. The Human Resource Advisor shall serve as a means of exchanging information between the Human Resources department and staff/administration employees. Such matters may include, but are not limited to, personnel policies and procedures, Compensation and Benefits and general programs concerning employee financial health and well-being. The Human Resources Advisor may provide feedback to proposed changes, may recommend changes, and may bring specific problems to discuss with the Human Resources department that fall under the purview of Human Resources. The Human Resources Advisor, designated by Human Resources, shall be an ex-officio member of the Board and may rotate based on availability from the Department of Human Resources. 
  9. The Functional Areas of the Executive Board shall serve as liaisons between the General Membership and the Executive Board. These functional areas consist of Program and Staff Development, Volunteer Service, Constitution By-Laws, Nominations and Elections,Social Media, Compensation Monitoring, Justice, Equity, Diversity, and Inclusion Initiatives, and New Membership.

Section 4

THE BOARD SHALL

  1. Act for the General Membership when the General Membership is not in session.
  2. Plan and administer the operations of the Drew University Staff Association (DSA).
  3. Coordinate the work of the functional areas.
  4. Be responsible for carrying out the constitutional requirements of these bylaws.
  5. Meet monthly during the academic year and at other times as the Chief Executives or Executive Board shall choose.

Section 5

An election shall be held once (1) per academic year, the first Monday of May with a three (3) business day voting window. Nominations shall be submitted to the Nominations Representative via email starting the first Monday of April. Nominations will be accepted for five (5) business days. The Nominations Representative shall propose a slate of nominees to the General Membership at least ten (10) business days prior to the election. The slate of nominees shall whenever possible assure a reasonable and useful distribution and representation among the General Membership. Voting shall be by electronic vote.

Section 6

The terms of office for the two (2) Chief Executives shall be no more than two  consecutive years. If the role cannot be filled, an interim Co-Chair(s) will be appointed by the Executive Board with defined terms and conditions agreed upon at time of appointment.  In special circumstances where there is no Co-Chair nominee, the current Chief Executives may serve additional terms within their roles. All other Executive Board Members will serve for two (2) years but may be re-elected to multiple terms. 

Section 7

All members of the Executive Board shall take office following a summer transition meeting.

Section 8

In case of a vacancy of one of the Executive Board, the remaining Executive Board members, with a ⅔ vote, shall appoint a member of the General Membership who will assume the duties of the vacant functional area until the next annual meeting.

Article IV: Functional Areas

Section 1 THE FUNCTIONAL AREAS SHALL CONSIST OF

  1. The Nominating Functional Area  shall present a slate of officers yearly at the annual meeting of DSA after soliciting the entire DSA membership for volunteers and nominations and managing the annual election process . It shall also present a list of candidates suggested for membership to all Functional Areas of DSA and University governance Functional Areas to the Board at the first meeting following the election of new officers to the Board.
  2. The Legislative/By-laws Functional Area  shall be responsible for identifying potential amendments and  processing suggested amendments to the Constitution/By-Laws. The Legislative/By-Laws Functional Area shall ensure compliance of the by-laws, including, but not limited to, during Executive Board meetings. 
  3. The Volunteer Service Functional Area  connects Drew staff members with civic engagement opportunities that help meet Drew’s mission to “add to the world’s good by responding to the urgent challenges of our time.” The Volunteer Service Functional Area develops and/or supports at least one volunteer opportunity per fiscal year for DSA membership that benefits a community beyond Drew or a non-profit organization. Volunteer opportunities may take place either on or off-campus. This Functional Area also works to educate staff on the Volunteer Service Leave Policy and Procedures in partnership with Human Resources.
  4. The Social Media Functional Area  shall be responsible for maintaining the DSA webpage and DSA’s social media platforms. This includes supporting projects and initiatives directed by the Executive Board, posting updates regarding programming and service, and ensuring an up-to-date copy of the bylaws is available to the general membership.
  5. New Member Functional Area shall be responsible for introducing new Drew staff employees to the DSA and assisting them to acclimate to the Drew community and culture. This includes but is not limited to working with the mentorship program, and working with the Human Resources department to get updates on newly hired staff and communicating the DSA’s mission to new staff.
  6. The Program/Development Functional Area shall be responsible for developing programs  and events, and is responsible for the promotion of these programs via Drew Today, email, and/or social media. This functional area shall also organize events with Board approval to bring DSA members together in social and professional development settings. The committee shall be responsible for holding seminars, training sessions and meetings to promote the personal growth and education for staff. 
  7. Justice, Equity, Diversity, and Inclusion Initiatives Functional Area, shall be responsible for creating programming or co-sponsoring programs that promote initiatives, training, and workshops on justice, equity, diversity, and inclusion among the staff. 
  8. Two staff members, chosen or appointed by DSA, shall be responsible for serving on the University wide Compensation Monitoring Committee. These members represent the full-time and part-time staff on matters relating to compensation, including both salary and benefits. Benefits include, but are not limited to, retirement contributions; health care, disability, life, and other insurance; vacation time; benefits related to housing; tuition benefits, here and elsewhere, for employees and dependents; leave policies; and child care. The Compensation Monitoring Committee reports to APBC and: (1) monitors compensation policy, practice, and effectiveness; (2) provides advice and recommendations on behalf of members’ constituents or at the request of ABPC, Human Resources, or another body concerned with compensation; (3) facilitates and provides communication between Functional Area members’ constituents and decision-makers; (4) participates in the annual budget process. (Typically one of these members serves as a CompMon co-chair alongside a faculty member while the other shadowing this individual for at least one year.) 

 

 

Section 2

The Functional Areas Coordinators shall be nominated by the staff during the annual elections.  Vacancies occurring in the membership of any of the Functional Areas shall be filled through appointments by the Board and in consultation with the Nominating Functional Areas. Whenever possible, appointments shall be made in such a way as to assure a reasonable and equitable distribution among the DSA membership.  

Section 3

The Functional Areas shall bring to the membership specific decisions, findings, and information, as well as illicit membership response in accordance with board recommendations throughout their term. Functional area coordinators are expected to meet and perform work outside of the monthly Executive Board meeting.  All shareable working documents, materials, and content from Functional Area coordinators should be recorded in Google Drive folders to ensure continuity for future committee work.

Section 4

The Board may appoint ad hoc sub-committees, task forces, or individuals to perform a particular task for a specified time period.

Article V: Amending the Constitution and By-Laws

Section 1

This Constitution and By-Laws may be amended by a two-thirds vote of the Executive Board members. 

Section 2

Notice by email, including the text of the amendment, shall be given to the Executive Board at least ten (10) business days prior to the next Executive Board meeting.

 

Constitution & By-Laws Revised

  • April 2021

Constitution Revised

  • June 2019* 
  • June 2016
  • April 2009
  • May 2002
  • May 2001
  • October 2000
  • September 1997
  • October 1996
  • September 1995
  • April 1993
  • April 1992
  • January 1990
  • November 1989
  • November 1988

 

By-Laws Revised

  • June 2019*
  • May 2016
  • February 2015
  • March 2014
  • November 2013
  • April 2009
  • May 2002
  • May 2001
  • October 2000
  • September 1997
  • October 1996
  • September 1995
  • April 1993
  • April 1992
  • January 1990
  • November 1989
  • November 1988

*In June 2019, the Executive Board motioned to combine the By-Laws and Constitution into one document.