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Minority Faculty, Administrative,
and Professional Council

BY-LAWS

THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
MINORITY FACULTY, ADMINISTRATIVE and PROFESSIONAL COUNCIL

PREAMBLE

We, as faculty and staff of the University of Texas Medical Branch do affirm our unanimous belief in and commitment to the future of the University of Texas Medical Branch and the Galveston community. We further believe in the advancement of underrepresented ethnic minority faculty, staff and students and our full participation in the pursuit of the mission of the University of Texas Medical Branch. Therefore, to manifest our commitment to the well being of the University and the Galveston community, we hereby establish the Minority Faculty, Administrative and Professional Council. This Council shall hereafter be governed by the following constitution and by-laws and subsequent amendments thereto.

ARTICLE I.

Name

The name of this organization shall be the University of Texas Medical Branch Minority Faculty, Administrative and Professional Council (hereinafter referred to as the Council.)

ARTICLE II

Mission Statement and Objectives

Section I - Mission Statement

To provide a pro-active support system for the advancement, development and welfare of underrepresented ethnic minorities in faculty positions, administrative and professional, staff, residents and students.

Section II – Objectives

a) To promote better race relations based on understanding and respect for human dignity.

b) To provide a forum for addressing important issues which affect minorities at the University of Texas Medical Branch.
c) To assist in increasing the number of underrepresented ethnic minorities on the University of Texas Medical Branch faculty with special emphasis given to tenured positions.

d) To assist in increasing the number of underrepresented ethnic minority administrative professionals and staff at the University of Texas Medical Branch.

e) To ensure that the process by which faculty, administrative and other staff positions are filled is monitored to determine if ethnic minorities are being given proper consideration.

f) To advise the University of Texas Medical Branch community regarding the needs and concerns of underrepresented minority groups at the University of Texas Medical Branch.

g) To seek external funds to award scholarships to ethnic minority students who are residents of Texas attending the University of Texas Medical Branch.

h) To serve as mentors to ethnic minority faculty, administrative professionals, residents and students.

i) To establish and maintain cooperative working relationships with various University of Texas Medical Branch units, community groups, and minority faculty and staff at other University of Texas System (UT) institutions.

j) To monitor and encourage the inclusion of cultural diversity as an integral part of the mission of the University of Texas Medical Branch.

ARTICLE III

Membership and Dues

Section A. The membership of the Council shall consist of faculty, administrative and professional staff members within the University of Texas Medical Branch community with a vested interest in the mission of the Council.

Section B. Full Membership:
University of Texas Medical Branch underrepresented ethnic minority faculty, administrative, and professional staff who have paid their membership dues. These individuals will have voting rights.

Section C. Associate Members:
Any other University of Texas Medical Branch employees with a vested interest in the mission of the Council. Are non-voting members.

Section D. Honorary Membership:
Individuals from the community who are interested in minority issues at the University of Texas Medical Branch can apply for honorary membership to the Council. Honorary membership does not afford the individual with certain rights afforded persons who are full members, most specifically, voting privilege.

Section E. Membership is for one year June 1st - May 31st and is renewed annually upon payment of the annual membership dues.

ARTICLE IV

Dues

Membership dues shall be determined on an annual basis by the Executive Committee of the Council with the approval of the membership. Dues for the upcoming academic year should be paid in June and will be considered delinquent on August 1.

ARTICLE V

Governance of the Council

Section A. As delegated by the Council, the responsibility for the administration, management and operation of the business affairs of the Council shall be vested in the Executive Committee.

Section B. The Executive Committee shall consist of the elected officers and the appointed chairpersons of the standing committees. The immediate past president shall be an ex-officio member of this committee for one additional year. All Executive Committee members have voting rights.

Section C. The Executive Committee shall:

1. Meet once each month of the year to conduct the Council’s general business. The meeting will be held on the second Thursday of each month from June to May inclusive. Special meetings of the Council can be called by the president and shall be called upon the written request of three members of the Council.

2. Set the hours and locations of all meetings.

3. Make recommendations to the Council and perform such other duties as are specified in these by-laws.

4. Prepare the agenda for the Council’s General Membership meetings, which are held quarterly; February, May, August and November. The annual meeting will be held in May.

Section D. Standing Committees are:

1. The Executive Committee – The elected officers will serve on this committee.

2. The Finance Committee - The Treasurer will chair this committee and six (6) other members will be appointed by the president promptly after the annual meeting.

3. The Community Affairs Committee - The chair shall be appointed by the president.

4. The Fundraising, Cultural and Social Affairs Committee - The vice president shall serve as chair of the committee.

5. The Membership Committee - The corresponding secretary shall serve as chair of the committee.

6. The Professional Development Committee - The chair shall be appointed by the president.

7. Scholarship Committee -The chair shall be appointed by the president.

8. The Nominating Committee – The chair and two (2) other members shall be appointed by the president.

Section E. Special committees shall be appointed as needed by the president to serve for a special purpose for such time as determined by the president.

ARTICLE VI

Officers

Section A. The Council shall elect from its membership persons to serve as President, Vice President, Secretary, and Treasurer.

Section B. Nomination and Election of Officers: Officers shall be nominated and elected as follows:

1. Each year the president in consultation with the Executive Committee shall appoint a seven member Nominating Committee.

2. The Nominating Committee shall put together a slate with at least one candidate for each office of the Council.

3. Additional nominations for each office may be made from the floor provided such nominees have been previously contacted and consented to serve if so nominated and elected.

4. The election of officers shall be held at the annual meeting which is scheduled for the second week of May.

5. At least two weeks notice shall be given for the election meeting.

6. Election shall be by ballot and the person receiving the highest number of votes for each office shall be declared elected.

7. The Nominating Committee along with the recording secretary will count the votes and report the results to the president who will read the results to the Council.

8. Only persons who are in good standing as members of the Council (See Article XIII, Section C.) can participate in the nomination and election of officers.

9. Newly elected officers shall assume the duties of their respective office June 1.

Section C. Term of Office: Officers shall serve for one year beginning June 1, or until their successors are duly elected.

Section D. Duties of Officers: The duties of each officer shall be as follows:

1. The president shall:
a. Preside at all meetings of the Council and Executive Committee meetings.

b. Appoint chairpersons of the standing committees to complete the formation of the Executive Committee.

c. Act as the formally designated public spokesperson for the Council as sanctioned by the Executive Committee.

d. Present an interim report to the Council at the fall general business meeting and prepare and present an annual report to the Council at the annual meeting which shall be the second week in May.

2. The Vice President shall:

a. Perform all duties of the president in any temporary absence or disability of this officer.

b. Serves as Chair of the Fundraising, Cultural and Social Affairs Committee.

c. Serve as parliamentarian for the Council.

3 The Treasurer Shall:

a. Serve on the Finance Committee

b. Collect payment of dues and maintain a current membership roster.

c. Collect assessments, pay all bills, keep all accounts and make monthly budget reports to the Council.

d. Monitor or cause to be monitored the fiscal status of the Council. The Treasurer shall prepare and present a semi-annual report for the Council at the fall general business meeting and prepare and present the budget for the ensuing year and the annual report at the annual meeting which shall be the second week in May.

4. The Secretary shall:

a. Keep or cause to be kept minutes of all meetings of the Council and Executive Committee.

b. Be responsible for maintenance of Council correspondence and activities as directed by the Executive Committee.

c. Is responsible for issuing notices of all meetings.

d. Responsible for the general correspondence of the Council, specifically correspondence which are not functions of other officers or committees.

ARTICLE VII

Committees

Section A. General rules governing standing committees and special committees. Each standing committee and special committee shall:

1. Plan and develop programs and activities as they pertain to their areas of concern.

2. Be responsible for the conduct of the programs of their committees and report at the regular meetings of the Executive Committee.

3. Prepare and present an interim report at the fall general business meeting.

4. Prepare and present an annual report to the Council at the spring business meeting.

Section B. Specific duties of each Standing Committee shall be:

1. The Executive Committee

a. Prepare the agenda for the Council meetings.

b. Meet once each month of the year to conduct the Council’s general business.

2. The Finance Committee

a. Prepare a budget for the ensuing fiscal year covering the period June through May and present it to the Council at its annual meeting which is held the second week in May.

b. Monitor the budget and expenditures throughout the fiscal year.

3. The Community Affairs Committee

a. Initiate and develop programs to enhance the University of Texas Medical Branch and community relations, including the publication of the Council’s newsletter.

b. Edit for publication the Council’s newsletter.

c. Work with the University of Texas Medical Branch community to initiate educational and social programs.

d. Organize and implement programs that involve medical center employees and community residents.

4. The Fundraising, Cultural and Social Affairs Committee

a. Design activities to generate funds for the Council.

b. Promote the development of social, cultural and related activities aimed at the overall enhancement of the University of Texas Medical Branch and the minority community.

5. The Membership Committee

a. Organize and carry out the annual membership drive for the Council.

b. Maintain and up-to-date membership list.

6. The Professional Development Committee

a. Initiate as well as assist efforts towards the retention of minority faculty, administrative, professional and staff at the University of Texas Medical Branch.

b. Recommend programs and activities that will assist in the advancement of minority employees.

7. The Scholarship Committee

a. Recommend the number and types of scholarships to be awarded.

b. Design fund raising activities to fund scholarships.
c. Create criteria for the establishment of the scholarship(s).

d. Establish criteria for applicants of scholarship(s).

8. The Nominating Committee

a. Nominate for office at least one candidate for each of the positions as designated in Article VI, Section A.

b. To contact each prospective nominee in order to ensure acceptance of the individual before the nomination is given to the Council.

c. The Nominating Committee shall present its slate to the membership at the May meeting. (See Article VI, Section B).

Section C. Special Committees

a. Special committees shall be appointed as needed by the president to serve for a special purpose for such time as determined by the president.

ARTICLE VIII

Meetings, Quorum and Voting of the Council

Section A. General Membership Meetings. The Council shall hold general membership meetings quarterly, February, May, August and November. The purpose of such meetings shall be to hear reports and approve the budget for the ensuing year. The annual meeting will be held in May.

Section B. Notice of Meetings. The Secretary shall give written notice to all members at least (10) days prior to such meetings.

Section C. Special Meetings. Special meetings may be called by the Executive Committee when deemed necessary to expedite the purpose and work of the Council.

Section D. Called Meetings. Called meetings may be held only for one stated purpose/action and only when the call has been requested by one-third of the members on record who have been duly certified by the Secretary. Such a call shall be in written form, stating the reason for the meeting and the requested action.

Section E. Quorum. A quorum for conducting business for the Council at the general membership meeting shall consist of the members present.

Section F. Voting. Consideration and voting upon matters coming before the Council shall be determined by the majority vote of those members present.

ARTICLE IX

Meetings, Quorum and Voting of the Executive Committee

Section A. Regular Meetings. The Executive Committee shall meet once each month of the year to conduct the Council’s general business.

Section B. Special Meetings. Special meetings may be called by the president. Notice of all special meetings shall be given in writing by the secretary or president at least ten (10) days in advance of such meetings.

Section C. Emergency Meetings. Are those where immediate action reflecting the collective judgment concerns or support of the Council is required to respond to a sudden unexpected occurrence or set of circumstances that directly affects the Council. (See Article V, Section C. I)

Section D. Quorum. The quorum for conducting business shall consist of one-half (1/2) of the Executive Committee members.

Section E. Voting. Voting upon matters coming before the Executive Committee shall be determined by a majority vote of Executive Committee members present.

ARTICLE X

Amendments and Revisions
Section A. The By-Laws for the Council may be passed, amended or repealed at any regular meeting of the Council by a majority vote of the members present provided a two-week written notice of the proposed change has been given to the members. Changes shall be proposed to the Council by the Executive Committee of the Council on its own motion or upon the written request of any three members of the Council. The By-Laws may be suspended at any meeting by a two-thirds vote of the members present.

ARTICLE XI

Installation of Officers

Section A. The installation of officers shall take place immediately after the election of all officers and shall consist of an affirmation of the following question posed by the retiring President.

“Do you agree to discharge the duties of your respective offices faithfully, impartially, and to the best of your ability as prescribed by the By-Laws of the Council?”

ARTICLE XI

Vacancies in Office and Resignations

Section A. In the event an officer or standing committee chair must resign during the operating year, he/she shall notify the president or Executive Committee in writing. All such resignations shall be accepted at the next regularly scheduled meeting of the Executive Committee.

Section B. Should a vacancy occur in the office of president, the vice president shall assume the office for the remainder of the term. If the vice president declines to assume the office, the Nominating Committee shall appoint a person to the presidency, subject to approval of the Executive Committee. This appointment shall be only until the next official election.

Section C. The president shall fill by appointment vacancies in any other office. Such appointments are contingent upon ratification by the remaining members of the Executive Committee at the next monthly meeting of the Executive Committee. The term of office under these circumstances shall be until the next official election.

Section D. Any appointee to unexpired terms of office shall be eligible to be nominated for (or in the case of the vice president, to hold) one full successive term of office.

ARTICLE XIII

Membership, Fiscal Year and Dues

Section A. The membership and fiscal year of the Council shall be June 1 through May 31.

Section B. The amount of annual dues shall be determined each year by the Council upon recommendations of the Executive Committee.

Section C. Dues shall be payable on or before September 1 of each year. Members who do not pay their dues shall not be eligible to serve as officers, on committees, or vote, but shall be eligible to participate in other activities of the Council.

ARTICLE XIV

Parliamentary Authority

Section A. In the transaction of all business coming before the Council, Executive Committee and committees, the parliamentary authority shall be the most current, revised edition of Robert’s Rule of Order.