Local By-Laws

Southwest Minnesota State University

Association of Administrative and Service Faculty

ARTICLE 1: AUTHORITY

These AASF By-Laws set forth the procedural functioning of this organization. Policies, rules, and decisions set forth in this document shall take precedence over all committee By-laws. The SMSU AASF Constitution shall take precedence over these By-laws.

ARTICLE 2: OPERATING PROCEDURES

SMSU AASF shall function in accordance with parliamentary procedure as set forth in the most recent version of Robert’s Rules of Order, unless otherwise provided for in the SMSU AASF Constitution or By-Laws.

ARTICLE 3: DUTIES OF THE EXECUTIVE BOARD

(A) Shall discuss matters of policy and establish AASF related priorities for general members

(B) Shall make recommendations to the general members

(C) Shall act as the coordinating body of the SMSU AASF

(D) Shall represent the needs of AASF members to the SMSU administration

(E) Shall be the voice for SMSU AASF in times requested

ARTICLE 4: DUTIES OF THE OFFICERS

4.01 DUTIES OF THE PRESIDENT:

(A) Shall preside at all meetings

(B) Shall be responsible for conducting the affairs of this Association during the term of his/her office

(C) Shall be the local association representative to the MSUAASF State Board

(D) Shall attend all meetings of the MSUAASF State Board

(E) Shall provide reports of State Board meetings at regular meetings of the Association

(F) Shall perform other duties specified in the State MSUAASF Constitution and By-Laws.

4.01 DUTIES OF THE FIRST VICE PRESIDENT:

(A) Shall assume the duties of the President in the event of the absence of the President or in the case of the President’s inability to fulfill his/her responsibilities

(B) Shall coordinate Association committees

(C) Shall seek members for appointment by the President to campus committees and other avenues of AASF representation

(D) Shall keep the Executive Board informed of Association and campus committee reports

4.02 DUTIES OF THE SECOND VICE PRESIDENT:

(A) Shall assume the duties of the First Vice President in the case of the First Vice President’s inability to fulfill his/her responsibilities.

(B) Shall chair the Professional Improvement Committee

(C) Shall chair the Membership Committee

(D) Shall coordinate Association membership development activities

4.03 DUTIES OF THE TREASURER:

(A) Shall be responsible for the collection, keeping and disbursement of all monies of the Association

(B) Shall provide budgetary reports at each regular meeting of the Association

(C) Shall keep the official membership list for the Association

(D) Shall serve as Clerk of the Works at Association Meetings and Meet and Confers, in the absence of both the Recording and Corresponding Secretaries,

(E) Shall provide the State MSUAASF Treasurer with updated membership information once per year in order to facilitate campus maintenance and support payments

(F) Shall organize and carry out all other budgetary matters of the Campus Association

(G) Shall chair the Constitutional Review Committee

(H) Shall serve as the Parliamentarian for AASF in absence of one being appointed by the Executive Board

(I) Shall serve on the Membership committee

4.04 DUTIES OF THE CORRESPONDING SECRETARY:

(A) Shall provide notification and agendas to all members of any and all General Membership and Meet and Confer meetings of the Association

(B) Shall chair the Elections, Nominations and Ballot Committee

(C) Shall assume the responsibility of Clerk of the Works at Association Meetings and Meet and Confers, in the absence of the Recording Secretary

4.05 DUTIES OF THE RECORDING SECRETARY:

(A) Shall keep an official and permanent record of all General Membership meetings

(B) Shall keep an official and permanent record of all Executive Board meetings

(C) Shall keep an official and permanent record of all Meet and Confer meetings

(D) Shall provide monthly summaries of all business conducted at any AASF meeting to the membership and state newsletter, with the reports provided by the Treasurer and Corresponding Secretary

4.06 DUTIES OF THE IMMEDIATE PAST PRESIDENT:

(A) Shall serve as the Association representative regarding issues in the benchmarking of positions

4.07 DUTIES OF THE GRIEVANCE OFFICERS:

(A) Shall be responsible for contract language workshops

(B) Shall be responsible for processing grievances

(C) Shall be responsible for advising members on contract language issues and on the grievance process

4.08 DUTIES OF THE LEGISLATIVE LIAISON:

(A) Shall serve as the Unit representative at state level MSUAASF Legislative Committee

(B) Shall provide the Unit with periodical updates concerning the status of the State MSUAASF Legislative Committee business and all relevant state and federal Higher Education information

4.09 DUTIES OF THE CHIEF NEGOTIATOR:

(A) Shall serve as the Unit representative at state negotiation meetings. The most recent past Chief Negotiator will serve as the alternate to the state negotiation meetings if the current chief negotiator is unable to attend.

(B) Shall provide the Unit with periodical updates concerning the status of state level contract negotiations

ARTICLE FIVE: DUTIES OF COMMITTEES

5.01 MEET AND CONFER:

(A) Shall consist of the Association Executive Board

(B) Shall meet and confer with the University President or his/her designee(s) for the purpose of discussion of local issues of mutual concern or interest

(C) Shall be held at the request of either party and shall be governed by the current Master Agreement then in force

(D) Shall be open to all members in good standing and all members are encouraged to attend Meet and Confer meetings

(E) All members are allowed to participate in open, solicited discussions during a Meet and Confer meeting. If an issue is being presented at Meet and Confer that is not open for discussion or responses are not solicited from members present, members have the right to call for a caucus in order to present their thoughts regarding the issue

5.02 ELECTIONS, NOMINATIONS, AND BALLOT COMMITTEE:

(A) Shall be responsible for conducting all candidate recruitment and balloting, following specified procedures for any and all vacancies except where outlined within the SMSU AASF Constitution and By-Laws

(B) Shall publicize the results of any and all elections to the general membership in good standing

(C) Shall be chaired by the Corresponding Secretary

(D) Shall be comprised of the chair and at least two other members in good standing appointed by the Association Executive Board

(E) Shall conduct secret ballots when voted to do so during general membership meetings in accordance with procedures outlined in Article 6.07 of the SMSU AASF By Laws

5.03 MEMBERSHIP COMMITTEE:

(A) Shall be responsible for providing information to all prospective Association members

(B) Shall coordinate the recruitment and enrollment process of all new members.

(C) Shall be chaired by the Second Vice President

(D) Shall be comprised of the chair, the Association Treasurer, and at least one other member in good standing as appointed by the Association Executive Board

5.05 PROFESSIONAL IMPROVEMENT COMMITTEE:

(A) Shall be chaired by the Second Vice President

(B) Shall be comprised of the chair and at least three other members in good standing

(C) Shall meet quarterly and review and recommend applications for Professional Improvement activities and funding

5.06 CONSTITUTIONAL REVIEW COMMITTEE:

(A) Shall be responsible for reviewing all amendments to the AASF Constitution as they are brought forth by the membership, at least once annually

(B) Shall be chaired by the Treasurer

(C) Shall be comprised of the chair and at least two other members in good standing appointed by the Association Executive Board

5.07 OTHER COMMITTEES:

As deemed necessary or appropriate by the Association, other committees may be formed. Committee members will be appointed by the Association Executive Board.

ARTICLE SIX: ELECTIONS AND BALLOTING PROCEDURES

6.01 ELECTION PROCEDURES:

(A) Shall be conducted in accordance with the polices and procedures set forth within the SMSU AASF Constitution and By-Laws

(B) Shall be conducted by the Elections, Nominations, and Ballot Committee

6.02 CANDIDATES:

(A) The Elections, Nominations, and Ballot Committee shall make a conscientious effort to recruit candidates for any and all vacant SMSU AASF Officer positions whenever said vacancies occur

(B) The Elections, Nominations, and Ballot Committee shall make a conscientious effort to recruit at least two (2) members for each vacant position

(C) All candidates must come from the general membership and must be members in good standing at the time of their candidacy

(D) No member in good standing who is a candidate for office can serve on the Elections, Nominations, and Ballot Committee at the time of said election

(E) If there is only one candidate for any vacant officer position, the membership shall be afforded the opportunity to cast a vote of no-confidence for said candidate

(F) All candidates shall adhere by the rules and regulations set forth within the SMSU AASF Constitution, By-Laws, and other operating documents of the Elections, Nominations, and Ballot Committee, and the general polices of the SMSU AASF and the University at large

6.03 VOTING PROCEDURES:

(A) All voting shall be conducted via secret ballot

(B) All voting and elections for officer vacancies shall be initiated by May 31st of each year

(C) Voting and elections shall be conducted via paper ballots mailed to all members in good standing either at their SMSU office or their home address

(D) No sticker ballots shall be allowed

(E) All members in good standing shall be given at least one (1) week to review their ballot and mail it back to the chair of the Elections, Nominations, and Ballot Committee. All ballots must be received by the 15th of June in order to qualify to be counted

6.04 BALLOTS AND BALLOT COUNTING:

(A) Ballot counting and certification for Officer Elections and Constitutional amendments shall be conducted by the Elections, Nominations, and Ballot committee

(B) All ballot tabulation shall be conducted in a forum open to all members in good standing of AASF

(C) The location and time of the ballot tabulation shall be publicized to all members in good standing with the initial ballots

(D) The Elections, Nominations, and Ballot committee shall certify all elections by providing all tabulated ballots, a tally of said ballots by each vacancy, and each committee members signature certifying said counts

(E) All questionable ballots shall be reviewed by all Elections, Nominations, and Ballot Committee members present at the time of ballot counting

(F) All questionable ballots shall be ruled allowable or disqualified by a simple majority of the Elections, Nominations, and Ballot Committee

(G) All ballots must have a space provided and clearly marked for members to vote for write-in candidates

6.05 CAMPAIGN RULES FOR CANDIDATES:

(A) Candidates must obey all posting policies of the University when posting campaign literature

(B) Candidates may not deface or destroy other candidates campaign materials

(C) Candidates may use the official SMSU AASF Bulletin board if the Executive Board approves that there is sufficient space for all candidates to post

(D) No personal use of the AASF electronic listserv may be used by individual candidates for campaign purposes

(E) The Executive board may choose to utilize the AASF electronic listserv to publicize official candidate statements and materials provided that all candidates are given the opportunity to include materials if they so choose

(F) No AASF or University money shall be used to campaign

6.06 DISQUALIFICATIONS AND APPEALS:

(A) Candidates shall be disqualified for any violation of campaign rules

(B) The Elections, Nominations, and Ballot Committee shall hear all cases of candidate election violations

(C) The Elections, Nominations, and Ballot Committee shall render a decision on whether or not to disqualify candidates by a simple majority vote

(D) The Elections, Nominations, and Ballot Committee’s decision is final

6.07 SPECIAL SECRET BALLOT PROCEDURES:

When the general membership approves a request to hold a secret ballot vote during a general membership meeting, the members of the Elections, Nominations, and Ballot committee shall be charged with conducting the secret ballot in the following manner:

(A) Each member in good standing present at the general membership meeting shall be accorded the opportunity to vote by a standardized secret ballot form for or against the motion before the membership

(B) The committee shall collect all ballots and count the ballots outside the general memberships’ presence

(C) The committee shall read the final vote tally to the general membership and the results shall be entered into the official minutes of the meeting

(D) The ballots shall be destroyed at the end of the general membership meeting in which the ballots were cast

ARTICLE SEVEN: GRIEVANCE PROCEDURES

All grievances shall be governed by the policies and procedures set forth in the most recent MSUAASF Master Agreement Between the Minnesota State Colleges and Universities Board of Trustees and the Minnesota State University Association of Administrative and Service Faculty.

7.01 REPRESENTATION:

Unit members filing grievances shall be represented by one of the Grievance Officers, or at the unit member’s request, another member of the committee Unit, or the State Grievance Officer.

ARTICLE 8: ADOPTION AND AMENDMENTS

8.01: ADOPTION OF THESE BY-LAWS:

These By-Laws shall be in effect upon their approval by a two-thirds majority of members in good standing in attendance at a regularly scheduled meeting or through normal election procedures.

8.02: AMENDMENTS TO THESE BY-LAWS:

These By-Laws may be amended by a two-thirds majority vote of the members in good standing cast at a regularly scheduled meeting. Such amendments shall have been presented in writing to all members in good standing of the SMSU AASF at least one week prior to the regularly scheduled general membership meeting.

Last Modified: 6/23/17 5:10 PM