BYLAWS
Preamble
We, the hourly and classified employees of Old Dominion University are comprised of a diverse, committed, and professional staff. We embrace a proactive role in collegial governance, ensuring opportunities to express opinions at the campus level and assuring such opinions are given every reasonable consideration by the university.
Article I - Definitions
Section 1
The name of this association shall be the Hourly and Classified Employees Association (HACE).
Section 2
Unless otherwise indicated, the acronym HACE as used in these bylaws shall mean the Hourly and Classified Employees Association.
Section 3
In these bylaws, whenever a pronoun of the male gender is used, it shall also be considered to mean the corresponding pronoun of the female gender.
Section 4
The term APresident@ as used hereinafter in these bylaws shall be considered in reference to the HACE President unless otherwise indicated.
Article II - Statement of Purpose
The purposes for which this organization is formed are to:
Facilitate communication among the hourly and classified employees, the university administration, and the faculty.
Participate in the development and formulation of policy and practices as they relate to activities and functions of the hourly and classified employees.
Make recommendations to the administration on all matters determined pertinent.
The Hourly and Classified Employees Association goals are to improve employment at Old Dominion University, assist with communication between university officials and employees, and to represent our constituency on campus.
Article III - Membership
Section 1
Membership in HACE shall be open to all persons designated by the university as classified or hourly staff. Payment of annual dues constitutes official membership in HACE. Associate membership shall be open to all other persons subscribing to the mission and purposes of HACE.
Section 2
There shall be an annual enrollment of membership. However, memberships will be accepted at any time.
Article IV - Elected Officers
Section 1
The elected officers of HACE shall consist of a:
President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, and Treasurer
Section 2 - Length of Service
The elected officers shall serve a one-year term which shall coincide with the fiscal year beginning after the installation of officers at the annual HACE luncheon in May through to the installation of newly elected officers at the annual luncheon in the following year. Eligibility for re-election shall occur for no more than three consecutive terms.
Section 3 - Vacancies
The succession of HACE as defined in this section shall apply when for any reason, the following offices are vacated:
3.1 Upon the resignation or recall of the President, the First Vice President shall become the President, and the Executive Committee shall nominate a new Vice President from among HACE members. The Executive Committee shall vote on the candidate(s) upon selection. The successful candidate will immediately fulfill the remainder of the term.
3.2 Upon the resignation or recall of the First Vice President, the Executive Committee shall nominate a new First Vice President from among HACE members. The Executive Committee shall vote on the candidate(s) upon selection. The successful candidate will immediately fulfill the remainder of the term.
3.3 Upon the resignation or recall of the Second Vice President, the Executive Committee shall nominate a new Second Vice President from among HACE members. The Executive Committee shall vote on the candidate(s) upon selection. The successful candidate will immediately fulfill the remainder of the term.
3.4 Upon the resignation or recall of the Recording Secretary, the Executive Committee shall nominate a new Recording Secretary from among HACE members. The Executive Committee shall vote on the candidate(s) upon selection. The successful candidate will immediately fulfill the remainder of the term.
3.5 Upon the resignation or recall of the Corresponding Secretary, the Executive Committee shall nominate a new Corresponding Secretary from among HACE members. The Executive Committee shall vote on the candidate(s) upon
selection. The successful candidate will immediately fulfill the remainder of the term.
3.6 Upon the resignation or recall of the Treasurer, the Executive Committee, shall nominate a new Treasurer from among HACE members. The Executive Committee shall vote on the candidate(s) upon selection. The successful candidate will immediately fulfill the remainder of the term.
3.7 In the event of simultaneous resignations of the Executive Officers, the remaining members of the Executive Committee shall choose from among themselves and/or HACE members to fill the vacated offices. The vacancies thus created on the Executive Committee shall then be filled in the manner described in this section.
3.8 Any officer appointed to fill a vacated executive office shall serve until the expiration of the normal term of that office or until a successor is elected.
3.9 Any officer or committee chair shall be subject to recall for conduct unbecoming his office, or his failure to fulfill the duties of such office or committee as outlined in these bylaws, and following a favorable vote of an executive officer quorum.
Article V - Duties of Elected Officers
Section 1
The President shall be the official spokesperson for HACE. Acting under the authority of the Executive Committee, he shall direct the affairs of the HACE Association and of the Executive Committee, appoint special committees, and call special meetings when necessary. He shall be an ex-officio member of all committees with the exception of the nominating committee, and shall be a member of the Virginia Governmental Employees Association (VGEA). VGEA yearly membership dues for the President will be paid by HACE, unless otherwise directed by the President.
Section 2
The First Vice President shall assist the President in carrying out the work of the organization and shall serve as President should that officer be unable to carry out his duties and preside at meetings. He shall become President in the event of a vacancy occurring in that position prior to the next annual meeting. It shall be his duty to serve as chairman of the liaison committee and to meet with this committee and contact the university President or his designee as necessary, to discuss for possible action, an agenda of issues of concern of the members of HACE and/or the university community.
Section 3
The Second Vice President shall assist the President in carrying out the work of the organization and shall serve as President should that officer or the First Vice President be unable to carry out his duties and preside at meetings when neither the President nor First Vice President are able to attend. It shall be his duty to oversee the duties of all committee functions and chair the finance committee.
Section 4
The Recording Secretary shall keep minutes of all transactions at regular, special, and executive meetings of the HACE Association. Minutes of the general meeting shall be read and approved by the organization and become the official record. Copies of the minutes of the general meetings will be sent to the general membership. Section 5
The Corresponding Secretary shall notify the Executive Committee of all executive meetings, and shall notify the membership of all general meetings. The Corresponding Secretary shall carry on all correspondence of the HACE Association as assigned by the President, obtaining signature/approval of the President prior to mailing.
Section 6
The Treasurer shall collect all monies and fees and pay all bills of the HACE association. The membership committee shall keep the official membership list and provide a copy to the Treasurer to allow him to maintain an accurate ledger of all accounts (these accounts to be made available to the Executive Committee upon request), and shall serve on the finance committee, but not as chairman.
Section 7
The Immediate Past President is encouraged to serve on the Executive Committee as an ex-officio member if able.
Article VI - Executive Committee
Section 1
The elected officers, all standing committee chairs, and personnel department liaison officer shall constitute the Executive
Committee.
Section 2
The Executive Committee shall conduct, manage, and control the business of HACE during the periods between general meetings.
Section 3
The Executive Committee shall meet once per month at a time to be determined by the committee at its first meeting following the installation of the newly elected officers. Other meetings of the Executive Committee may be called by the President or at the request of a simple majority of the committee membership.
Section 4
Thorough records of all HACE activities, expenditures, actions, policies, etc., shall be kept. These records will be referred to as the HACE manuals. Manuals of the HACE association shall be passed to a newly elected President for review and appropriate distribution within one week of elections.
Section 5
Any officer or committee which is required to make an expenditure must keep an itemized ledger of its expenses, as well as submit to the Treasurer an itemized account and receipts of its expenses. These records are to be available to the Executive Committee upon request.
Section 6
No activities or duties shall be undertaken without the approval of a quorum of the Executive Committee.
Article VII - Elections
Section 1
1.1 The membership attendees shall constitute a quorum of the general body.
1.2 The Executive Committee attendees shall constitute a quorum of the Executive Committee.
Section 2
All dues paying members of HACE shall be eligible to:
2.1 Participate in voting during business meetings.
2.2 Serve in any elected position having been a member of HACE for at least one year, and for Executive Committee elections having served one year as a committee chair. Executive committee positions are elected.
2.3 Serve in any appointed position.
Section 3
The President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, and Treasurer shall be elected by ballot during the February general meeting. The elected officers shall take office immediately following installation at the May annual meeting. Nominees for these positions shall have served one year as a committee chair.
Section 4
In the event of a tie between elected candidates, the nominating committee shall hold a run-off election in March via mail-in ballot. All voting members to be contacted via electronic and/or physical mail informing them of the run-off election and their need to submit a mail-in ballot. Announcement of successor to be made upon final count by the nominating committee chair.
Article VIII - Committees
Section 1
HACE shall have the following standing committees:
Membership, Finance, Publicity, Ways and Means, Hospitality, Legislative, Recreation, Area Representatives, Nominating, and Staff Member of the Year..
1.1 The membership committee shall:
be comprised of not less than three members.
inform new employees on the purpose of the HACE association
seek new members.
conduct an annual membership drive prior to the May luncheon.
maintain a list of current members and distribute updated lists each November to the HACE Executive Committee.
be responsible for making available to the human resources office HACE brochures for orientation sessions, and to other departments or members as requested.
1.2 The finance committee shall:
be comprised of Second Vice President as Chairman, Recreation Chairman, Ways and Means Chairman, Hospitality Chairman, and the Treasurer of HACE.
conduct a general audit of the Treasury, chaired by the newly appointed First Vice President of the HACE association. Such audit to be done within 30 days following the annual meeting. This function of the finance committee shall include the Treasurer.
advise the President on matters concerning fund-raising and expenditures.
prepare a proposed budget for adoption at the September meeting.
1.3 The publicity committee shall:
be comprised of not less than three members, one of whom shall serve as historian for HACE.
be responsible for keeping the university community informed of all ctivities of the HACE association through publicity assistance to all committees as needed.
arrange for photos well in advance of all HACE functions.,
1.4 The ways and means committee shall:
be comprised of not less than three members.
propose, organize and carry out fund-raising drives and projects as approved by the Executive Committee.
1.5 The hospitality committee shall:
be comprised of not less than three members.
organize speakers and facilities for the brown bag meeting luncheons, entertainment, menu and program for the annual luncheon, and any other special events as approved by the Executive Committee, and shall make
arrangements for all HACE programs.
1.6 The legislative committee shall:
be determined by the President of HACE. Such chairman shall be a member of Virginia Governmental Employees (VGEA), dues for such membership being paid by HACE.
shall bring any state or federal legislative matters of concern to university staff to the attention of the HACE association.
shall be responsible for preparation of legislation and recommendation to the general membership, and revisions in the HACE association constitution by the September general meeting.
1.7 The recreation committee shall:
be responsible for planning and implementing any recreational function as approved by the Executive Committee (i.e., annual picnic).
inform the membership of recreational activities and facilities available to them on campus.
1.8 The area representatives committee shall:
be comprised of one or two members from each building on campus and any other area constituent body (e.g. Distance Learning members, etc.). Only the word area will define any particular group for representation. There will no groups within this committee based on gender, age, ethnicity, etc..
communicate on a regular basis within their areas to learn the concerns of their co-workers and bring those concerns before the Executive Committee of HACE through the Area Representative Chairman.
post notices about what is happening in HACE periodically.
1.9 The nominating committee shall:
be elected at the September general meeting. Chairman for the committee will be elected among the committee members immediately following the meeting of their election. The President will designate a committee member to convene the first meeting at which time a chairman will be elected. A former President shall meet with this committee upon election to instruct them of their duties.
be comprised of not less than five members made up of membership chairman, one building representative, and an additional member of the Executive Committee and two members from the general body.
prepare a proposed slate of officers to be voted on at the February meeting with a copy of the slate being distributed to the membership thirty (30) days prior to the February meeting. Prior consent of anyone being considered for nomination must be obtained.
have been members of HACE for at least one year.
1.10 The staff member of the year committee shall:
be comprised of two members of the HACE Association, one administrator, and two non-members of HACE as specified in the policy for Staff Member of the Year Award.
Awards will be given for staff rookie of the year and staff member of the year. The members of the committee shall submit the names of the award recipients no later than November l5th, in order that the employees selected may be honored at the awards banquet in December.
not consider the reigning President since that position serves as ex-officio of the committee.
consider a nominee having received the honor in previous years based on credentials.
POLICY STATEMENT - This policy may be changed only by the President of HACE and the university President.
Article IX - Dues
Section 1
Membership dues of $5.00 shall be charged annually. Payment of such dues will cover membership in HACE until five days following the annual meeting in May. At that time and anytime thereafter, payment of dues will be considered as new or renewed membership.
Section 2
Membership dues of $25.00 shall be charged for all retired employees desiring lifetime membership in HACE and who have never paid lifetime membership dues.
Section 3
Lifetime membership dues of $100.00 shall be charged for any member desiring such membership.
Section 4
Honorary membership(s) may be awarded upon approval by the Executive Committee.
Article X - Meetings
Section 1
HACE shall hold an annual luncheon meeting in May for the purpose of receiving the annual report of the Executive Committee, for installation of new officers, and for any other business deemed essential to the association.
Section 2
General meetings shall be held during the months of September, February and May. The February meeting being conducted with the additional purpose of introducing candidates for elective offices, and electing officers for the upcoming fiscal year.
Section 3
Social and other meetings may be held in any or in all of the other months not herein specified as deemed necessary by the President or Executive Committee. Such meetings shall convene no sooner than one week after notice is given to the general membership. A special meeting of the membership may be called at any time through a petition signed by ten percent of the membership of HACE, and submitted to the President and Executive Committee one week in advance of the proposed meeting date.
Section 4
Robert=s Rules of Order, revised, shall provide procedures for governing HACE in all cases to which they are applicable.
Article XI - Bylaw Amendments
These bylaws may be amended or altered by a two-thirds (2/3) vote at any regularly called meeting of the HACE association provided written notice of such amendments or alterations to the bylaws shall be provided to all active members of the HACE Association within at least one week prior to the meeting.
Article XII - Bylaws succession
Section 1
Upon adoption of these bylaws, the bylaws under which HACE has previously operated shall become invalid and thus be automatically repealed.
Section 2
All lawful acts, resolutions, contracts, and negotiations in effect at the time of adoption of these bylaws, and not in direct conflict with them, are hereby continued in effect until duly amended, repealed, or superseded.
Article XIII - Dissolution
In the event of the dissolution of HACE, all property shall be transferred to such other organization(s) as the Executive Committee shall determine. Such organization(s) shall have purposes and activities most consistent with those of HACE, provided the organization(s) shall be exempt under section 501(c)(3) of the Internal Revenue Code, or corresponding or amended provisions of the Internal Revenue laws.
Approved February 1998 by both the Board of Directors and General Membership during separate sessions.
Revised: May 27, 1998
