Association | Mission | Purpose | Objectives | Membership | Structure | Officers & Duties | Committees | Officer Election | Amendments

Original by-laws approved and adopted by the charter members of BFSA on 10/2012.
Amended and approved by the general body 3/21/2017.
Revisions approved and adopted on 5/19/2020.

 

 

Article I – ASSOCIATION

The Association shall be named University of Utah’s Black Faculty and Staff Association

(BFSA) The Black Faculty and Staff Association (BFSA) was established on Friday, August 17, 2012

Article II – MISSION

The mission of BFSA is to address the issues and concerns unique to employees of African origin and promote the full inclusion of people of African descent at the University of Utah.

Article III – PURPOSE

Purpose of Black Faculty and Staff

The purpose of the Black Faculty and Staff Association is to:

• Establish and maintain community by providing a vehicle for faculty, administrators, and staff to network, collaborate in professional activities and communicate concerns;
• Engage in strategic advocacy on behalf of University of Utah’s Black community and serve as an influential voice to central administration with information and advice
• Provide a forum for dialogue and subsequent action on issues and concerns that affect the university’s Black Faculty, Staff, and Students.
• Support and promote outreach and public service activities with the external community.
• To function as an informative organization in support of recruitment, career development and retention of Black staff, faculty and students while supporting the university’s commitment to diversity, equity and inclusion

Article IV – OBJECTIVES

• Establish and maintain supportive systems and programs that enhance the educational, social, and professional opportunities for African Americans.
• Establish an internal communication network among staff, faculty, and students (e.g. calendar, newsletter, organizational socials, etc.).
• Establish mechanisms for formally recognizing the contributions of African Americans at the University of Utah.
• Provide opportunities that facilitate African American staff, faculty, and student interaction.

Article V – MEMBERSHIP

Faculty, Staff and Administrators of African descent or African origin shall be allowed to join the Association. The University of Utah’s faculty, staff, and students who are allies and supporters of BFSA’s goals are welcome to join the Association as Affiliate members.

Qualifications for Membership:

• Full Membership - An individual is considered a member of the Association if the person is employed by the University of Utah and is financially current with dues. This includes faculty, staff, students or affiliates of the University of Utah and who support BFSA’s goals.
• Ex-officio membership – includes former faculty, staff, alumni or affiliates of the University of Utah. BFSA employees with 50% or more of their appointment as administrators are also ex-officio members, as the organization is a body for faculty, staff and students who support BFSA’s goals.
• Non-Affiliates - any guest of the University of Utah who is not affiliated is welcomed to attend meetings, however, they will have no voting rights.
• Student Membership - includes: 
  • a person who is currently reenrolled at the University of Utah in a degree seeking undergraduate program;
  • Student membership is limited to participation on BFSA committees.
  • Voting is limited to participation on designated committees.

Membership Dues

For the academic year beginning in August, the annual dues for all members shall be due in August and payable BFSA and given to the Treasurer (or designee) August – July of each year. Dues shall be determined by Salary. 

Salary Breakdown	Dues
Less than $25,000	$10
$25,000 -$49,999	$25
$50,000- $74,999	$45
$75,000 and above	$65

BFSA Hardship Policy: The Hardship Provision is available to any BFSA member whose financial condition has changed drastically and sufficiently so that a member would have difficulty renewing their membership. Under this provision, a member is granted a waiver for one year of BFSA membership dues. For new hires, a hardship waiver may also be requested and reviewed by the executive committee. The Hardship Provision may be granted for a maximum of one year for each member.

• Students shall pay $1.00 to become members annually.

 Paid membership includes:

• Full voting rights for currently employed faculty and staff members;
• The right to serve as an Officer of the Association;
• The right to provide input on improving your status and condition as a University of Utah employee;
• The right to submit content for approval to be posted to the University of Utah Black Faculty and Staff Website and listserve;
• Members to attend the University of Utah Black Faculty and Staff fall and spring gathering to include family members and significant others; and
• Members to receive a University of Utah Faculty and Staff Association T-shirt.

Members in Good Standing:

• Are expected to be active and productive members of the Association;
• Are expected to conduct themselves with the highest degree of decorum;
• Are expected to treat each other with respect and dignity;
• Are expected to keep confidential information confidential – and disseminate Association information only after it is approved for release by the Association as a body;
• Are expected to support the Association to the best of their ability in support of the purpose of the Association; and
• Are expected to serve on at least one subcommittee and to assist with at least one meeting or social gathering.

Membership Meetings

• Regular meetings of the Association are held once a month at a location chosen by the presiding officer(s).
  • Times might vary depending on location.
• Sub-committee meetings will be held according to the chair of the subcommittee. Subcommittee work must be brought to the Association Body for review and voting.
• No quorum is required to pass a motion. A majority of the members present and at least one Co-chair is sufficient to conduct business and vote on motions.
• The secretary shall email a notice of such meetings to all members. Such notices shall state the date, time, and purpose of the meeting. The secretary shall prepare the agenda for each meeting. Members who do not have access to email will be notified by the member of that unit who can easily transfer the meeting notices to the members.

Special Meetings

Special meetings of the Association may be called by the Co-chairs. The secretary shall email notice of such meetings to all members. Such notices shall state the date, time, and purpose of the meeting. The secretary shall prepare the agenda for each meeting. Members who do not have access to email will be notified by the member of that unit who can easily transfer the meeting notices to the members.

Order of Business

The Order of the business at all meetings shall be as follows:

• Call to Order
• Roll call of members present
• Reading of minutes of last meeting
• Acceptance of previous meeting reports
• Reports from subcommittees
• Unfinished Business
• New Business
• Announcements
• Adjournment

Article VI – STRUCTURE

The Association shall have two co-chairs who will be elected by the body of the members of the Association. All efforts will be made to elect one co-chair from university faculty and one from university staff or administration. Members may nominate another member or nominate themselves for officer positions. The nominating period is February through March. The slate of Officers will be presented to the Association by the end of March.

Co-chairs of BFSA:

Co-chairs are responsible for identifying members to serve subcommittee chairs. They are responsible for arranging meeting times, dates, and places. They are responsible for taking notes of the meetings. They are responsible for guiding the work of the committee to ensure full support of their committee’s work. They are responsible for reporting the work of the committee to the Association and providing a full report at the end of the year on the Committee’s work.

The Co-chairs shall have executive authority to make decisions and take action. All Co-chairs must agree with such action and provide written documentation of their rationale and actions regarding executive decision making to the Association as soon as practicable. The Co-chairs must inform the Association of the issues, and their decision by email and listserv to provide an opportunity for review and consultation and voting. Two business days shall be sufficient for the Association to review, comment and vote on issues.

As agreed and approved by the Association, it is the function of the Co-chairs to communicate the decisions, reports, advice and information to the Administration and report to the Association the outcomes of such communications. The Co-chairs will serve as the representatives for the Association when approving the budget, signing documents and/or meeting with University Officials.

Subcommittee on Faculty Issues:

To research quantitative and qualitative information concerning Black faculty, identify issues and concerns and develop best practices to ensure that Black faculty are hired, supported, retained and valued at the University of Utah.

Subcommittee Staff/Administrator Issues:

Committee on Staff/Administrator Issues: To research quantitative and qualitative information concerning Black staff, identify issues and concerns and develop best practices to ensure that Black staff is hired, supported, and retained at University of Utah.

Subcommittee for Student Issues:

Committee for Student Issues: To research quantitative and qualitative information concerning Black students, identify issues and concerns and develop best practices to ensure that Black students are being recruited, admitted, nurtured and graduated from University of Utah.

Secretary:

The secretary shall work with the members to identify meeting places, provide notice of meeting times, dates and places. The Co-secretary shall keep the minutes of the membership meetings. The Co-secretary shall control the agenda for each meeting, read the minutes and ask for approval. The individual shall attend to the giving and serving of all notices of the Association, and shall have charge of such books and papers as the Association may direct. The secretary shall attend to such correspondence as may be assigned, and perform all the duties incidental to his/her office. The individual shall keep a membership roll containing the names, alphabetically arranged, of all persons who are members of the Association, showing their office address, mail point, email address, office telephone number, employment anniversary, and birthdate (only month and day). The secretary shall monitor all emails to ensure that the contents of emails conform to the goals of the Association. The secretary may request members to assist with the order of the meeting including keeping the minutes.

Treasurer:

The Treasurer shall be responsible for keeping account of the membership’s dues and expenditures using standards accounting principles and will provide the chairs with quarterly financial updates. The Treasurer shall have the care and custody of all the funds of the Association, and shall deposit said funds in the name of the Association in such bank or trust company as the Association may elect. The treasurer shall, when duly authorized by the Co-chairs, shall sign and execute all contracts in the name of the Association. The treasurer shall also sign all checks, drafts, notes, and orders for the payment of money, which shall be duly authorized by the Co-chairs, and countersigned by the Secretary. The treasurer shall at all reasonable times exhibit their books and accounts to any member of the Association upon request. At the end of each academic year the treasurer shall have an audit of the accounts of the Association made by a committee appointed by the Co-chairs, and shall present such audit in writing at the first meeting of the oncoming academic year.

Historian:

The Historian shall keep a record of the history of Blacks at the University of Utah, including such information as student body and workforce data. The Historian shall serve as the Secretary when the Secretary is absent. This record will be shared with all Blacks at University of Utah.

Term of Office

The term of office shall be from July 1 to July June 30.

Co-chairs	Term
Secretary	2 years
Treasurer	2 years
Historian	2 years

Each officer may be elected no more than three (3) consecutive terms for the same position.

The BFSA will have Secretary, Treasurer and Historian Elect positions. These positions will be voted on during the second January of each officer’s term.

Article VII – OFFICERS AND DUTIES

Co-chairs:

1. Preside over the General Organizational meetings and the Executive Committee meetings.
2. Appoint chairpersons and members of all committees except the Nomination Committee.
3. Act as spokesperson for BSFA with the approval of the Executive Committee.
4. Serve as ex-officio member of all committees except the Nomination Committee.
5. Countersign all check disbursements.
6. Hold regular monthly meetings of the Executive Committee at least two weeks before the general meetings to outline and plant the agenda.
7. Notify the Chair Elect in advance when unable to attend meetings.
8. Has the authority to appoint an Audit Committee to review the financial records.
9. Perform other functions and duties as may be voted upon by the Steering Committee.

Immediate Past Co-Chairs:

1. Perform the role of Organizational Resource Consultant and advise the Chairperson and members of the Executive Committee accordingly
2. Serves as Chairperson of the Nomination Committee.
3. Attend Executive Committee meetings and General meetings.

Secretary:

1. Act as the Secretary to the Executive Committee and the organization.
2. Record minutes of all proceedings of the General meetings and the Executive Committee meetings. The minutes will be approved by the General meeting, and, once approved; a copy shall be distributed.
3. Other duties shall be performed as may be required by the organization.
   • E-mail all meeting notices to members.
   • Send thank you acknowledgements to guest speakers.
   • Maintain BSFA's attendance records.
   • Perform other functions and duties as may be required by the organization.

Treasurer:

1. Act as chief financial officer of the organization, and shall be bonded.
2. Receive and promptly deposit all monies in the BSFA account within a forty-eight (48) hour period after receipt.
3. Have authorized disbursements countersigned by a majority of the Co-chairs.
4. Make a Treasurer's report at each Executive Committee meeting and at all general meetings.
5. Maintain accurate records of all monies collected and disbursed.
6. Pay all bills as authorized in keeping with Bylaws.
7. Turn over all financial records, books and materials to successor upon completion of term of office. Bring to the August meeting necessary forms required to authorize signatures for the BSFA checking account.
8. Sign the official receipt book for monies received.
9. Make available to the Chair at the Executive Committee meetings, the deposit slips and/or vouchers.
10. Notify the Chair or Secretary of expected absence from the meetings as soon as possible.
11. Work in conjunction with the Secretary.
12. Turn over all financial records to the Audit committee for examination.
13. Performed other duties as may be required by the organization.
14. Issue a voucher and keep a record of all financial transactions.
15. Keep a name and address listing of new and renewal members.
16. Receive and record all monies for the organization.
17. At the close of each meeting, turn over to the Treasurer all monies received and the receipts.
18. Provide all new members with a welcome letter and a membership card.
19. Conduct all correspondence pertaining to the finances of BSFA and make monthly reports of all financial transactions to the Steering Committee and the general membership.
20. Prepare an annual report covering the period from September 1st through August 31st of each year.
21. Perform other duties that may be imposed by the Co-chairs.

Article VIII– COMMITTEES

Executive Committee:

1. The Executive Committee shall be composed of the officers and representatives of the Association. The Executive Committee shall act on behalf of the Association
2. No quorum is required to pass a motion. A majority of the members present is sufficient to conduct business and vote on motions.

Social Committee:

1. Plan and organize the annual BSFA Banquet.

Scholarship Committee:

1. Coordinate annual fundraising activities with the Fundraising Committee for the scholarship fund.

Membership Committee:

1. Recruit new members into the organization.
2. Plan and organize the annual membership drive activities.

Nomination Committee:

1. The Nomination Committee is responsible for implementing and supervising BSFA's elections and establishing appropriate procedures for conducting the election.
2. The committee shall consist of six (6) members financial current and in good standing, including three (3) members from the Executive Committee and three (3) members from the general body.
3. A Past Co-chair shall chair the Nomination Committee and the first meeting shall be called no later than ten (10) days after the appointment of committee members.
4. Ballots must include the names of all persons nominated for office, and it is the only ballot that can be used at the election.
5. It shall be the duty of the Nominations Committee to nominate candidates in the month of April for officers to be filled. The Nominations Committee shall report to the General Membership body and additional, nominations from the floor shall be permitted at this time.
6. At least two weeks prior to the June elections, a notice shall be mailed to each member of the organization in good standing that includes the time and place for the election of officers. The statement of qualifications for members running for office will also be mailed to each member.
7. Members running for an office must prepare a 250-word statement, and shall be given 3 to 5 minutes to make a presentation regarding their qualifications and interest in the office for which they are running. If a member is nominated for more than one office, he/she may opt for the office of his/her choice.
8. Following the election in June, the Nominations Committee will make arrangements for the BSFA Installation Luncheon to formally recognize the new officers and Steering Committee members.

Article IX –CRITERIA FOR ELECTION OF OFFICERS

1. Member must be financially current, in good standing, and must have attended at least four (4) general body meetings in the last twelve (10) months.
2. The Nominations Committee shall nominate no one without having first obtained the individual's consent.
3. All officers and elected members of the Executive Committee shall be elected by ballot and shall hold office for the terms indicated in Article VIII and/or until their successor(s) is elected.
4. No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same position.
5. Each member must be present to vote, and voting shall not be exercised by proxy.

Article X – REMOVAL or TERMINATION OF OFFICERS

1. Any officer of the Association may be removed from office for probable cause (i.e., failure to perform designated duties, misuse of funds, and conviction of a felony) by a two-thirds vote of the membership. In case of death or resignation from the University, retirement, or removal of an officer from office, the Executive Committee shall appoint a successor to fill the remainder of the term.
2. Any officer who fails, neglects, or refuses to pay membership duties within 30 days after the due date shall be terminated.
3. A dereliction of duties and responsibilities may result in the termination of an officer.
4. Officers who are absent from (3) consecutive Executive Committee meetings and/or general meetings without an excused absence shall be terminated. Executive Committee will provide written notice of removal two (2) weeks prior to the general body meeting or special meeting.
5. The Co-chairs, in consultation with the Executive Committee, may fill a vacancy until the next general election.

Article XI – BSFA MAILING ROSTER

The BSFA Mailing Roster is a confidential list of Black employees at the University of Utah. This list is to be used only by the BFSA. A Black Faculty and Staff Resource Directory may be available upon request to outside organizations.

Article XII – AMENDMENTS OF BYLAWS

The bylaws may be amended or repealed by two-thirds of the membership present and voting present, provided that amendment has been submitted in writing at the previous regular meeting and reviewed by the Executive Committee.