“By- Laws of the International Caucus”
(Created and approved July 29, 2011)
- I. Organization and Procedures
- II. General Provisions of Committees
- III. Amendments to the bylaws
I. Organization and Procedures
The Caucus shall have, at a minimum, a five-member Governing Board. The chair, with consultation of the Board, will fill vacancies on the board occurring during their term. Vacancies accruing due to the expiration of the board member term will be filled by the Board during their final meeting for the spring semester. A board member will be expected to serve on the Board for two years and will be eligible to serve for one additional term if re-elected. The members elected to the governing board will decide among themselves in which position they would be able to most effectively serve.
A. The Governing Board shall consist of the following officers:
i. To call and conduct meetings
ii. To serve as the spokesperson for the IC
iii. To represent the IC at the Diversity and Equity Commission meetings
iv. To represent the Caucus at events and other meetings requiring representation
i. Serves in the absence of the Chair
ii. Automatically serves as chairperson following the completion of the chairperson’s term
iii. In the event that the vice-chairperson cannot serve as chairperson the following term, the position shall be filled through an election.
i. Sends agenda and announcement of meeting to all IC members at least one week prior to meeting
ii. Types up minutes and keep a record of the approved IC general and board meeting minutes
iii. Communicates with members regarding information of general meetings held and other relevant matters
i. Keeps a record of IC funds
ii. Collect voluntary contributions each semester.
iii. Conducts an annual Treasurer’s report at the end of each spring semester.
5. Member-at-large (1)
i. Represents the general membership on issues of interest or concern and communicates them to the Governing Board
A general election will be conducted in May, every two years. All nominations must be submitted to the Governing Board no later than April 15. It will be the responsibility of the Membership and Nomination Committee to seek nominations or to encourage self-nominations. The secretary will mail the ballots together with at least one Advisory Board member, and present the results during the meeting. Members of the Governing and Advisory Boards shall be elected by majority vote of the members voting.
There shall be at least two general meetings each semester. The Board will also meet in May to finalize matters pertaining to the next academic year’s agenda and the composition of the Board. Special meetings can be called by the chairperson, by the governing board, or by petition of at least 5 members. Announcement of the meeting, including the agenda, will be done by the secretary no later than one week before the meeting.
Members must submit proposed agenda items to the secretary one week prior to the meeting and shall be approved by the chairperson before announcement. Resolutions which are not part of the agenda will not be acted upon until the next meeting unless the majority of those present agree to do so.
A quorum of a simple majority of members present is needed to conduct official Board business. The presence of a proxy counts for purposes of determining a quorum. Passage of orders of business requires a simple majority of affirmation.
Minutes of the meeting shall be prepared by the secretary and chairperson and shall be distributed within two weeks after the meeting. Records of the approved minutes shall be kept by the secretary.
G. Conduct of business
Meetings shall be conducted according to established rules decided on by the governing board. The order of business shall be as follows: approval of minutes of previous meeting, agenda items, new business, and announcements.
II. General Provisions of Committees
Ad Hoc Committees: Ad Hoc Committees may be formed by the Governing Board for a specific purpose. The committees shall be dissolved upon acceptance of a final written report or by the Governing Board.
III. Amendments to the bylaws
Any Board member or member of the caucus can propose an amendment of the by-laws, but only Board members vote to approve the amendment. The by-laws are amended by a simple majority vote.