Western Michigan University Professional Support Staff Organization ByLaws Article I Membership Responsibilities Members are expected to: 1.1: Attend general meetings and events. 1.2: Vote. 1.3: Be involved through participation on PSSO and University committees. 1.4: Actively promote and recruit others to membership. 1.5: Consider involvement through leadership positions. 1.6: Provide feedback to executive board and teams. 1.7: Pay annual dues. Article II Memberships Terms and Dues 2.1: Membership must be renewed annually. Annual membership dues cover July 1 through June 30 and are to be paid by July 1 of each year. If not renewed, memberships end on June 30. Memberships may be renewed at any time. 2.2: Membership dues are payable to the PSSO, with terms and rates determined by the executive board each year. 2.3: Employees who retire as a PSSO member are eligible for a free lifetime limited membership. 2.4: All new non-exempt, non-bargaining unit employees are offered a free active membership until the next annual dues are required. 2.5: Only active members (defined as non-exempt, non-bargaining unit employees) shall be entitled to nominate, run for office, vote in elections, and serve on the executive board. All members, active and lifetime, may participate in meetings, teams, and functions of PSSO. 2.6: Friends of PSSO will be defined as exempt, non-bargaining unit employees. A membership may be extended by simple majority approval from the executive board. Friends of PSSO may participate in meetings and teams, but are ineligible to run for or hold a position on the Executive Board. 2.7: Membership will terminate upon failure to pay membership dues, resignation, or removal by the executive board.
Article III - Meetings 3.1: Up to four general membership meetings shall be scheduled during the fiscal year. Additional general meetings may be called by the president. 3.2: Executive board meetings shall be scheduled once a month. Additional executive board meetings may be called by the president with at least 48 hours notice. 3.3: Executive board meetings with University administration shall be scheduled once every two months. Article IV - Nominations and Elections 4.1: The nomination committee consists of at least three non-board active members. The chair will be selected by the president no later than September 30. The chair shall be responsible for selecting and maintaining the remaining members, ensuring three members at all times. Should the chair step down for any reason, a new leader shall be selected from within the committee s membership and be responsible for filling the vacant seat. 4.2: Only active members shall be eligible to be nominated. 4.3: The nomination committee's duties are to: 4.3.1: Prepare and collect nomination submissions from membership. 4.3.2: Contact all nominees to determine their willingness to run. 4.3.3: Verify active membership of candidates. 4.3.4: Collect or create biographies of candidates. 4.3.5: Determine the election timeline and notify the executive board. 4.3.6: Prepare, distribute, and collect ballots. The election may happen with a minimum of five nominees on the ballot. 4.3.7: Fill executive board positions to the best of their ability, ensuring an odd number of board members with a minimum of five members and a maximum of nine. 4.3.8: Announce results first to the candidates, then to the executive board, and to membership. 4.4: In the event the newly elected executive board is not able to take office by June 30, the current executive board will serve until the matter is resolved. Article V - Executive Board Members 5.1: Term of Office: The term for an executive board member will be July 1 through June 30. 5.2: Commitment 5.2.1: Executive board members shall respond to membership inquiries and provide historical information upon request. 5.2.1: Commitment of the executive board should be demonstrated through attendance at meetings and active support of the organization s purpose. 5.3: The President 5.3.1: Shall serve as the PSSO principal spokesperson.
5.3.2: Shall serve as chair of the executive board. 5.3.3: Shall appoint all team leaders with the consultation and approval of the executive board by Sept. 30. Shall appoint representatives to University committees as requested. 5.3.4: Serves as ex-officio member on all teams except the nomination committee. 5.3.5: Shall be responsible for keeping a current copy of the PSSO constitution and bylaws. 5.3.6: Shall ensure prior year s team reports and information are transferred to each new team leader. 5.3.7: Shall provide the secretary with information necessary to prepare the annual report. 5.4: The Past President (ex officio) 5.4.1: Will be responsible for presentation of the annual report from the previous year to the newly elected executive board. If there is no past president, the current president will assume this duty. 5.4.2: May serve as an advisor to the incoming executive board for the year following their presidency. 5.4.3: May serve on the nomination committee. 5.5: Vice-President 5.6: Secretary 5.5.1: Shall, in the absence of the president, assume the duties of the president. 5.5.2: Shall act as general meeting chairperson with duties to include: 5.5.2.1: Scheduling topics and presenters. 5.5.2.2: Collecting agenda items. 5.5.2.3: Timely notification of meetings through University publications, PSSO secretary, and social media team. 5.5.3: Shall provide the president with information necessary to prepare the annual report. 5.6.1: Shall, in the absence of the president and vice president, assume the duties of the president. 5.6.2: Shall keep a record of all meeting minutes and resolutions of meetings of the organization and the executive board. 5.6.3: Shall conduct the correspondence of the organization. 5.6.4: Shall be responsible for preparation of the annual report. 5.6.5: Shall be responsible for collecting and maintaining permanent records of the organization.
5.7: Treasurer 5.7.1: Shall, in the absence of the president, vice president, and secretary, assume the duties of the president. 5.7.2: Shall receive all monies payable to the organization, issue all receipts, and record/deposit all monies received by the organization in a timely manner. 5.7.3: Shall present all bills not previously approved for payment to the executive board for approval and subsequently pay all approved expenditures in a timely manner. 5.7.4: Shall prepare and submit a monthly report of PSSO funds to the executive board. 5.7.5: Shall submit an end-of-year report to the president. 5.8: Members-at-Large 5.8.1: Shall serve as team liaisons. 5.8.2: Shall actively participate at all board meetings and in the organization. 5.8.3: Shall serve as contact persons for the general membership. 5.8.4: Shall assist at general meetings and with program planning. 5.9: Absence of an Executive Board member 5.9.1: An executive board member who misses two (2) meetings (including those with administration, executive board and/or general meetings) during the year without an excused absence will cause the position to be declared vacant. The president, with majority approval of the executive board, will appoint a new board member to serve until the next annual election. 5.9.2: Excused absence shall be defined as absence due to illness, annual leave, work obligations, or an emergency on the day of the meeting. Notification of an absence shall be reported to the president or vice president as soon as possible. 5.10: Removal of an Executive Board member 5.10.1: Removal of a board member by executive board: Any board member may submit a written petition for cause of removal of another board member. The president or vice president shall arrange for a secret ballot vote of the active membership within fifteen days. A two-thirds majority of ballots received are required to remove a board member by membership s vote. 5.10.2: Removal of a board member by active membership: Any member may present to the executive board, a written petition for cause of removal of a board member which includes signatures of one-third of the active members. The president or vice president shall arrange for a secret ballot vote of the active membership within fifteen days. A two-thirds majority of ballots received are required to remove a board member by membership s vote.
Article VI - Teams 6.1: The president shall have the authority to create teams and appoint team leaders with a majority vote of the executive board. 6.2: Standing teams serve the interests and needs of the organization and report to the executive board. 6.2.1: Membership: The primary purpose of the membership team is to develop strategies to recruit and retain membership, and track and renew current members. 6.2.2: Awards Nomination: The primary purpose of the awards nomination team is to solicit and prepare nominations and select the PSSO s Service Awards recipients. 6.2.3: Awards Recognition Event: The primary purpose of the awards recognition event team is to organize the annual awards event. 6.2.4: Educational Assistance Fund: The primary purpose of the educational assistance fund team is to award scholarships from PSSO funds to active members or their dependents, to assist with education costs. 6.3: Ad hoc teams are distinguished from standing teams as those formed to address specific issues or needs and may be established by the president with the majority approval of the executive board. 6.3.1: Team leaders shall serve terms as deemed necessary to fulfil the purpose of the task or goal of the team. 6.3.2: Duties of ad hoc teams are determined by the president with the majority approval of the executive board. 6.4: Other teams may be created as needed. 6.5: Each team leader may recruit as many members as needed for a term of one year or less, expiring on June 30, with the exception of ad hoc teams who may serve until the team s purpose is complete or the team is dissolved. 6.6: Vacancies of a team leader in any team, with the exception of the nomination committee, shall be filled for the remainder of the fiscal year by appointment of the president with majority approval of the executive board. 6.7: Representatives to University committees shall be appointed by the president. Length of service shall be that which is determined by the University. 6.8: At the end of each fiscal year, all team leaders shall submit a report of the previous year s business to be included in the annual report. Article VII Amendments to the Bylaws 7.1: Amendments to the bylaws may be proposed to the executive board by a signed petition of at least one-quarter of the active membership at the time of the petition. A quorum of the executive board may also propose an amendment to the bylaws. 7.2: Prior to a vote on the amendment, a call for a proposed amendment must be presented no less than twice to the membership. A minimum of two weeks is required between the first notice and the voting deadline. 7.3: Ballot tracking and voting may be conducted in a manner deemed appropriate for the organization by the executive board, ensuring a reasonable time interval for the collection votes from the membership. 7.4: With a simple majority of the responding members voting in favor of such amendment(s), the bylaws shall be so amended and be effective as amended immediately.
Professional Support Staff Organization Western Michigan University Kalamazoo Ml 49008 www.wmich.edu/psso/contact