EA Drafts: Employee Assembly Charter (February 5, 2009 Draft)

CHARTER OF THE CORNELL UNIVERSITY
EMPLOYEE ASSEMBLY

Thursday, 5 February 2009 Draft

Preamble

In response to a vote of the Cornell community and as requested by the President, this document sets down rules and regulations requisite for establishing an Employee Assembly, to be peopled by employees and to be concerned with those matters directly affecting employees of Cornell University. Furthermore, this body will interact with and discuss issues of common interest with the Student Assembly and the Faculty Senate.

The purpose of the Employee Assembly is to ensure a direct focus for the continued involvement of exempt and non-exempt staff members in the governance of non-academic affairs and in the life of the University. The Employee Assembly will bring about a higher visibility for employees as community members, more equal participation with faculty and students in the policy-making process, and an increased sense of community among all constituencies through shared responsibilities.

The Employee Assembly will actively seek to involve all segments of Cornell’s diverse employee population in the Assembly’s decision-making activities. Particular effort will be made to ensure that women and minority persons have equal access to Employee Assembly positions.

ARTICLE 1 Establishment

Pursuant to the authority delegated by the Board of Trustees, the President hereby establishes the Employee Assembly. Articles 1 through 8 of this document constitute the Charter of the Employee Assembly.

1.1 Employee Defined

For the purposes of this charter, employees are any full-time and part-time staff members in non-exempt, exempt, or academic non-professorial staff categories who are employed at the Ithaca or Geneva campuses of the university.

1.2 Session Defined

A session of the assembly shall be from June 1 until May 31 of the following calendar year.

ARTICLE 2 Authority and Responsibility

The Employee Assembly, hereinafter referred to as the assembly, explores opportunities to enhance the role, function and contribution of employees to the well being of the University. The assembly:

2.1 University policies affecting employees

examines other University policies affecting employees of the University, including but not limited to:

• personnel,
• work environment,
• benefits,
• education and training opportunities,
• dining,
• health,
• transportation services,
• family services,
• recreation services, and
• communication,

and recommends changes to the President;

2.2 Information exchange

facilitates communication between employees and the President of the university;

Bylaw 2.2.a

The Chair and up to two other EA members selected by the Chair participate in monthly assemblies leadership meetings organized by the Vice President of University Communications.

Bylaw 2.2.b

The Chair and the Executive Vice Chair participate in regular meetings organized by the Vice President of Human Resources with the editor of the PawPrint and the employee-elected trustee of the university.

2.3 Establishing committees

establishes standing and ad hoc committeesas needed;

Bylaw 2.4.a

For each ad hoc committee, the committee charge shall be written prior to the formation of the committee and the appointing of its members.

Bylaw 2.4.b

Every ad hoc committee charge shall include a “sunset” clause with a specific date by which the committee is expected to report back to the EA.

2.4 Committee membership selection

selects employee members for standing or ad hoc committees of the University Assembly (UA);

2.5 Conduct public hearing

conducts public hearings and forums concerning topics of current employee interest and identifies in other appropriate ways employee needs and opinions;

2.6 Internal maintenance

controls its own operations and maintenance, including bylaws, procedures and amendments.

2.7 Interface with the University Assembly

interacts with the University Assembly in accordance with the rules of that assembly;

2.8 Interface with the Student Assembly, Graduate and Professional Student Assembly, and Faculty Senate

interacts with the constituent assemblies, including:

• Student Assembly,
• Graduate and Professional Student Assembly (GPSA), and
• Faculty Senate; and,

Bylaw 2.8.a

The assembly appoints one of its voting members to serve as a non-voting liaison to each constituent assembly with which it interacts. Delegates receive the agendas and minutes the constituent assembly to which they are assigned, but only attend those meetings where they anticipate business pertinent to this assembly.

Bylaw 2.8.b

The assembly distributes its agendas and meeting minutes to the leaders of each constituent assembly with which it interacts.

2.9 Representation exclusions

may not represent any interested party, including either the University or its employees, in matters concerning grievances, labor disputes, wages, rates of pay, hours of employment, or conditions of work, and may not investigate the merits of individual grievances.

ARTICLE 3 Membership

3.1 Eligibility

Except in the case of an incidental vacancy, members of the EA shall be members of the constituency represented by their respective seats. Changes of status with the university shall not alter the status of a member as long as that member remains an employee of the university.

A voting member of the EA may not serve concurrently as a trustee of the university.

3.2 Seat allocation

The assembly consists of thirteen employees, of whom six represent endowed units, six represent statutory units, and one represents the Geneva Experiment Station or at-large.

Within the endowed and statutory units, two members represent exempt employees, three members represent non-exempt employees, and one at-large member represents all job classifications. The assembly may allocate two at-large seats to a constituent group or groups of employees that it deems to be underrepresented. Should the assembly determine to allocate a seat or seats to specified groups of employees, such allocation shall be in accordance with procedures promulgated by the assembly and contained in its procedures and/or bylaws.

Bylaw 3.2.1.a

An “underrepresented” group is one which the assembly determines lacks fair representation, whether caused by general patterns of discrimination which are reflected in the Cornell community, by low awareness of a group’s needs, or by other factors beyond the group’s control. The purpose of allocating seats to “underrepresented” groups is to specially guarantee access to the campus governance system until such a time as changes in attitudes and/or behavior make this measure unnecessary.

3.3 Ex-officio members

The following serve as members of the assembly ex-officio without vote: the Employee Elected Trustee, the Editor of PawPrint, and a representative of the Office of Human Resources.

Bylaw 3.1.a

The Office of Human Resources representative should possess broad familiarity with personnel policies and operations. The representative will provide specialized information to the assembly through his or her own knowledge or research. Upon the request of the assembly, or on his/her own initiative, the OHR representative may invite a person experienced with a particular topic to attend Assembly meetings dealing with that topic.

Bylaw 3.1.b

The assembly may designate other ex-officio members deemed necessary and appropriate to expand the knowledge base and representation of ideas on the assembly. These ex-officio members are to be added by virtue of their positions at the University and their interest in and knowledge of employee issues. Such ex-officio members shall be members without vote. The ex-officio position appointees or designees shall include but not be limited to: the Director of the Office of Workforce Diversity, Equity and Life Quality, the President of the Cornell Retiree Association, and a representative of Cornell affiliates.

3.4 University Assembly

The assembly appoints five employees, of whom at least two are also members of the assembly, to serve on the University Assembly before May 1.

Bylaw 3.2.a

If more than five members of the assembly are nominated to fill the seats of the University Assembly, selection will be done by secret ballot. The remainder of the seats will be filled in a manner recommended by the Internal Operations Committee and approved by the assembly.

3.5 Vacancies

3.5.1 Vacancy Defined

A regular vacancy occurs when the term of a member expires, and may be filled by election.

An incidental vacancy occurs when:

1. a seat remains vacant after a regular election;
2. a member resigns or is otherwise removed from membership; or,
3. a member ceases to be eligible for membership in the assembly because of a change in status from non-faculty employee.

An incidental vacancy shall be filled by automatic appointment of unseated candidates from the most recent election according to the order of succession provided in this article. Should no eligible candidates remain from the most recent election such vacancies may be filled by appointment

3.5.2 Filling Regular Vacancies by Elections

The Elections Committee shall conduct elections according to the following process:

1. The EA will adopt election rules, procedures, and a publicity plan for elections in the semester prior to the elections.
2. Candidates may run only for the seats which match the constituencies of which they are part.
3. Votes will be tabulated by the Hare system. All employees will be eligible to vote for all candidates.
4. To mitigate potential conflicts of interest, the Elections Committee shall resolve any disputes raised regarding election rules without review by the EA.
5. Elections shall be completed and results shall be tabulated no later than the last day of April.

3.5.3 Filling Incidental Vacancies by Automatic Appointment of Candidates from Most Recent Election

Should an incidental vacancy occur for any seat, the EA shall seat the highest-ranked, unseated candidate from the most recent election for:

1. the same seat;
2. any at-large seat, should no more eligible candidates remain and the seat be an at-large seat;
3. any exempt seat, should no more eligible candidates remain and the seat be an exempt seat or an at-large seat;
4. any non-exempt seat, should no more eligible candidates remain and the seat be a non-exempt or an at-large seat;
5. any endowed seat, should no more eligible candidates remain and the seat be an endowed seat;
6. any statutory seat, should no more eligible candidates remain and the seat be a statutory seat;
7. any Ithaca-based seat, should no more eligible candidates remain and the seat be an Ithaca-based seat.

3.5.4 Filling Incidental Vacancies by Appointment

Should an incidental vacancy occur an no eligible candidates remain to be seated from the previous election, the EA may fill the vacancy by appointment by the following process:

1. The Elections Committee shall solicit interest from the employee community within two weeks of the vacancy’s occurrence. The solicitation shall proceed for no less than one month, and shall continue until it is closed by the Elections Committee.
2. At the next EA meeting after solicitation has been closed, the Elections Committee shall present a slate of eligible candidates to the EA for a vote by the same procedure as for the election of officers. If no candidate is eligible to fill a vacancy, the EA may proceed through:
   1. any exempt candidate, should no candidates remain and the seat be exempt an exempt seat;
   2. any non-exempt candidate, should no candidates remain and the seat be a non-exempt seat;
   3. any endowed candidate, should no candidates remain and the seat be an endowed seat;
   4. any statutory candidate, should no candidates remain and the seat be a statutory seat;
   5. any candidate employed on the Ithaca campus, should no candidates remain unless the seat is the Geneva seat.
3. To conduct the election the chair of the meeting:
   1. allows each candidate to make an opening statement of specified duration;
   2. allows all members present to ask questions of the candidates, including the candidates for the office, for a specified period of time;
   3. closes question and answer period;
   4. moves to a vote by secret ballot; and,
   5. repeats voting as needed until one candidate receives a majority of votes cast, eliminating the candidate receiving the fewest votes in each round of voting.

3.5.5 Terms of Members Who Fill Incidental Vacancies

Members who fill incidental vacancies shall serve the full remainder of the term. 

3.6 Term

The term of membership is two consecutive sessions of the assembly. Terms are staggered such that only half of the members’ terms expire each year. Initially one-half of the persons elected shall serve one- and two-year terms respectively.

ARTICLE 4 Officers

The officers of the assembly are:

• the Chair,
• Executive Vice Chair,
• Vice Chair for Internal Operations,
• Vice Chair for Finance, and
• the Parliamentarian.

The assembly elects officers by secret ballot from among the EA members. Officers may not serve more than two consecutive terms.

4.1 Term

The term of office shall be concurrent with a session of the assembly.

4.2 Election

As soon as possible after elections of EA are concluded and no later than the last day of May, the Vice Chair for Internal Operations convenes an organizational meeting in closed session to conduct officer elections. Only those who will be members of the EA in June may participate in this session.

The Vice Chair for Internal Operations shall chair the meeting until the new Chair is elected. The newly elected Chair presides over the remainder of the meeting.

The officer elections occur in the following order: Chair, Executive Vice Chair, Vice Chair for Internal Operations, Vice Chair for Finance, and Parliamentarian. For each office, the chair presiding over the election:

1. entertains nominations of members for the position to be filled;
2. closes nominations;
3. allows each candidate to make an opening statement of specified duration;
4. allows all members present to ask questions of the candidates, including the candidates for the office, for a specified period of time;
5. closes question and answer period;
6. moves to a vote by secret ballot; and,
7. repeats voting as needed until one candidate receives a majority of votes cast, eliminating the candidate receiving the fewest votes in each round of voting.

4.3 Responsibilities

4.3.1 General responsibilities

Each officer serves as a voting member of the Executive Board and attends all of its meetings.

4.3.2 Chair responsibilities

The Chairassures the smooth and effective operation and maintenance of the EA, presides over meetings of the EA, and delegates responsibilities to ensure the accomplishment of the duties of the office and the goals set forth in the EA Charter and Bylaws. The Chair:

conducts, in conjunction with the Vice Chir for Internal Operations, an organizational meeting with all the chairs of the standing and ad hoc committees of the EA at the beginning of each election year;

may appoint a member of the EA to chair any EA committee to assure cohesive leadership;

The Chair of the EA shall serve as spokesperson of the EA, correspond with the President of the University, enumerating actions taken by the EA and soliciting a response, and prepare and submit an annual year-end report to the EA and University President.

4.3.3 Executive Vice Chair responsibilities

The Executive Vice Chair :

assists the Chair ;

chairs the meetings of the Executive Committee and distributes the agenda and meeting materials for regular and special meetings of the EA;

reviews minutes prepared by the Office of the Assemblies and distributes drafts to EA members;

transmits reports of actions and recommendations of the EA and its committees, as the EA shall direct;

notifies individuals and units directly affected by pending business of the EA or its committees;

Bylaw 4.3.2.a

Notification of to affected parties includes:

1. the chief contact for the for the resolution or committee action being undertaken; and,
2. the charge to the committee conducting the business and the dates of meetings when the business will be considered, if applicable.

reports periodicallyto the EA on the disposition or current status of its actions and recommendations.

serves as Chair of the EA Communications Committee; serves on the PawPrint Editorial Board;

arranges for advertising, postering, email campaigns and EA outreach programs; and,

presides in the absence of the Chair.

4.3.4 Vice Chair for Internal Operations

The Vice Chair for Internal Operations oversees the EA elections; chairs the Internal Operations Committee; monitors and supervises the operations of the EA committees

advises committee chairs on issues of process and directs inquiries as needed;

solicits and recommends qualified employee applicants to fill committees vacancies in coordination with committee chairs;

conducts, in collaboration and conjunction with the EA Chair, an orientation meeting at the beginning of each election year, with the Chairs (or Co-Chairs) of all of the EA’s standing and ad hoc committees; and,

Bylaw 4.3.2.a

The agenda orientation meeting includes:

1. dissemination of written and verbal guidelines which articulate expectations for committee members and principles for efficient operation of committees;
2. continual communication with the Chair and Vice Chair for Internal Operations of the EA;
3. the writing and dispersal of committee minutes to the EA; the setting of priorities for committee study/action;
4. the advisory role of the committee;
5. the method for action/resolutions/concerns to be addressed to the EA;
6. the importance of efficient use of committee time;
7. a review of each committee’s charge;
8. the hierarchy for reporting and taking action (chain of command);
9. the expectations for how the committee should function;
10. the content, function and time frames for annual and final reports; and,
11. the expected date of the final report for all ad hoc committees.

presides in the absence of the Chair or Executive Vice Chair.

4.3.5 Vice Chair for Finance responsibilities

The Vice Chair for Finance: oversees and tracks the finances of the assembly with the assistance of the Office of Assemblies;

monitors financial statements and authorizes expenditures in consultation with the other officers of the EA.

reports periodically to the EA the status of the funds prepares a yearly expenditure report outlining the use of funds for the past fiscal year; and, prepares the annual fund request and budget preparation, creating budget reports as necessary for the Vice President of University Communications.

4.3.6 Parliamentarian

The Parliamentarian assures that meetings follow procedures found within this Charter and the Bylaws of the EA and rules on questions and disputes related to interpretation of those rules.

4.4 Executive Board

The Executive Board consists of the officers of the assembly. The Executive Board:

1. formulates and approves an agenda for each meeting of the assembly;
2. formulates, in consultation with the chairs of the assembly’s committees, a budget of expenses for the assembly and presents this budget to the assembly for approval no later than September 15; and,
3. prepares an annual report to the President of the university containing:
   1. a summary and description of each action taken by the assembly, and
   2. any unfinished our outstanding items remaining for the assembly.

4.5 Removal

Officers may be removed upon two-thirds (2/3) vote of the seated members of the EA. Immediately thereafter a new officer shall be elected from members of the EA for the balance of the term of office.

ARTICLE 5 Procedures

5.1 Protections

The EA and its committees shall respect and protect the rights of individuals. When a subject under discussion or examination requires the use of confidential information, all reasonable efforts shall be made to safeguard the confidentiality of this information.

5.1 Regular meetings

Regular meetings of the assembly are on the first and third Wednesdays of the month from 12:15 - 1:30 p.m. The assembly may adopt a different schedule of regular meetings by majority vote.

5.2 Special meetings

The Chair may call special meetings to consider matters demanding immediate attention, or such meetings shall be called when requested by one-fourth of the seated members of the assembly.

5.4 Quorum

A quorum of members required for the assembly to do business is a majority of the seated members of the assembly.

5.5 Proxy vote

The chair of the assembly may count any proxy vote that is received be for the question to which it pertains is called. Votes submitted by proxy do not count towards quorum.

5.6 Executive session

The assembly may go into executive session to discuss confidential matters by majority vote of those members who are present.

5.7 Minutes

The Office of the Assemblies prepares minutes of each meeting, and makes them available to the university community after approval by the assembly.

5.8 Annual report

The assembly reviews and approves the annual report prepared by the Executive Board. After it is approved, the Chair presents the report to the President of the university and makes it available to the university community.

5.9 Robert’s Rules of Order

Robert’s Rules of Order (latest edition) shall be the basis for determining procedures for debate and general conduct of business not covered in this document.

ARTICLE 6 Committees

The EA may establish standing or ad hoc committees as appropriate.Grants Committee, the Staff Recognition and Awards Committee and a joint committee of the Faculty Senate and the EA, the University Benefits Committee.-}

6.1 Membership

The Internal Operations Committee may appoint or remove members from committees as needed. The Chair of the assembly may appoint or remove chairs for each of the assembly’s committees.

Except where otherwise indicated, any employee is eligible to serve on any committee of the assembly and the term of membership on committees is concurrent with the session of the assembly.

6.2 Internal Operations Committee

The Internal Operations Committee staffs and monitors the committees of the assembly as well as committees partially staffed by the assembly. The Vice Chair for Internal Operations serves as chair of the committee. The chairs of the standing committees of the assembly serve as voting members. The Chair and Executive Vice Chair of the assembly serve ex-officio as non-voting members of the committee.

The committee:

appoints employees to and removes employees from membership in the University Assembly;

and Parliamentarian of the EA, and conduct elections.

appoints and removes employee members for standing or ad hoc committees of the assembly as requested;

solicits applicants from the employee community and appoints employee representatives to ad hoc or standing committees of the university as needed;

solicits from the employee community names of individuals to fill one at-large seat for the editorial board of the PawPrint;

develops a training program for all members of the assembly’s committees and for all new members of the assembly; and,

solicits, at the end of the year, the opinions of all the Chairs (or co-Chairs) of all of its committees for the names of those committee members who may wish to continue on the committee and who have demonstrated effective, committed, and responsible membership during the past year.

6.2 Elections Committee

The Elections Committee consists of all members of the EA whose terms continue beyond the current session of the assembly. The committee:

1. reviews assembly election rules and procedures and recommend changes as needed;
2. applies election rules and procedures approved by the EA; and,
3. plans and supports, in collaboration with the Communications Committee, efforts to solicit interest in vacant positions in the assembly.

6.3 Communications Committee

The Communications Committee consists of the following voting members:

1. the Executive Vice Chair of the assembly, who serves as chair of the committee;
2. one other voting member of the assembly; and,
3. two or more employees who are not members of the assembly.

A representative of the Office of Human Resources serves as a non-voting member of the committee.

The committee:

5. publicizes the activities of the assembly and its committees, including the agendas of meetings, actions taken, and events organized by the assembly through all available and appropriate media; and,
6. supports and facilitates activities which raise awareness in the employee community of the assembly’s role and function.

Bylaw 6.3.a

The Communications Committee may designate up to two of its members to serve as voting members on the editorial board of the PawPrint.

6.4 Personnel Policy Committee

The Personnel Policy Committee consists of three members of the assembly. The committee:

1. reviews and recommends changes to, in collaboration with the Office of Human Resources, personnel policies and other policies affecting the work environment of the university;
2. solicits from employees and University departments opinions, information, and advice relevant to issues before the committee;
3. recommends changes to the policies it reviews; and,
4. provides regular reports concerning its activities to the assembly.

6.5 Employee Education Committee

The Employee Education Committee consists of the following voting members:

1. two members of the assembly; and,
2. five employees who are not members of the assembly.

The following serve as non-voting members of the committee:

1. one representative of Benefit Services;
2. one representative of Organizational Development Services; and,
3. one representative of the School of Continuing Education and Summer Sessions.

The committee:

3. reviews programs and proposals affecting employee education, including work-related and elective educational activities, and recommends changes;
4. identifies employee education needs; and,
5. recommends actions the university may undertake to address employee education needs.

6.6 Grants Committee

The Grants Committee consists of the following voting members:

1. two members of the assembly, one of whom serves as chair;
2. four employees who are not members of the assembly;
3. one faculty representative, appointed by the Faculty Senate;
4. one retired employee appointed by the Cornell Retirees Association; and,
5. one emeritus faculty member appointed by the Cornell Association of Professors Emeriti.

The following serve as non-voting members:

1. the director of the Employee Assistance Program or a designee; and,
2. the director of the Office of the Assemblies or a designee.

For each of the assembly’s grant funds, the committee:

1. decides the disposition of each grant application according to procedures adopted by the assembly;
2. approves and coordinates efforts to publicize and obtain contributions for the fund; and,
3. reports at least once per semester to the assembly on its activities and any recommended changes to its procedures.

Bylaw 6.6.a

The assembly establishes the Employee Cornellians Aiding and Responding to Emergencies (CARE) grant fund to support and assist employees and faculty experiencing financial hardship from non-medical emergencies.

6.7 University Benefits Committee

The University Benefits Committee is chartered jointly by the Employee Assembly and the Faculty Senate, and the committee’s charter is appended to the assembly’s charter.

6.8 Staff Recognition and Awards Committee

The Staff Recognition and Awards Committee consists of the following voting members:

• two members of the assembly,
• three employees who are not members of the assembly.

The Vice President of Human Resources may designate one non-voting member to represent the Office of Human Resources.

The committee:

1. identifies and examines opportunities for staff recognition by the assembly;
2. reviews nominations and approves staff recognition awards according to rules adopted by the assembly;
3. coordinates staff recognition activities sponsored by the assembly; and,
4. reviews the assembly’s staff recognition programs and recommends changes for the assembly to adopt.

Bylaw 6.8.a

The George Peter Award for Dedicated Service recognizes employees who consistently demonstrate a high degree of excellence in the performance of their duties and who prove their willingness to extend themselves to help others and go above and beyond the normal expectations of their job responsibilities. It is awarded to one employee at a time and may be awarded up to four times per academic year. The Staff Recognition and Awards Committee is charged to develop and maintain criteria for review of nominations. Additionally the committee coordinates the event where the award is presented to its recipient.

ARTICLE 7 Amendment

The assembly may amend this Charter by an affirmative vote of two-thirds of the seated members. The assembly may not approve proposed amendments on the same date that they are proposed or modified. Amendments are subject to approval by the President of the University.

Bylaws of the assembly may be included in this Charter. Such bylaws are regular legislation subordinate the other parts of the Charter and therefore subject to change by majority vote of a quorum of members present, unless specified otherwise.

:: :: ::

Charter of the University Benefits Committee

December 7, 1995; revised, October 15, 1996; second revision, March 12, 1997; third revision, March 1998

Actions Taken

Staff

The Employee Assembly voted on December 6, 1995 to adopt the following as the charter of the University Benefits Committee.

Faculty

The Executive Committee of the Faculty Council of Representatives, succeeded by The Faculty Senate in January, 1996, adopted the following as the Charter of the University Benefits Committee.

Mission

The Mission of the University Benefits Committee is to act as the voice of Employees on all matters elating to Benefits.

Scope

The Committee will deal with the entire range of benefits. The complete list of Benefits includes social security, group life insurance, accidental death and dismemberment insurance, retirement-related benefits, short-and long-term disability, select (health) benefits, workers’ compensation, unemployment insurance, holidays, military training leave, jury duty, training programs, extramural educational programs, employee assistance program (personal, job related problems), group auto insurance, health insurance and services, dental insurance, vacations, Cornell Children’s Tuition Plan, Employee tuition aid, employee degree program.

The committee will deal with both Endowed and Statutory Benefits.

Goals

The Committee will have four major goals:

1. As stated above, the committee will be the voice of employees on all matters relating to benefits;
2. the committee may propose changes in benefits policies, arrangements, and modis operandi that will be forwarded to the Employee Assembly and the faculty for further action by the University Administration;
3. the committee will react to issues and proposals raised by the same parties; and
4. the Committee will take both a short-run and long-run view of benefits issues.
5. While retaining its right to comment on and make suggestions regarding modis operandi the Committee will not seek to “micro-manage” benefits.

Membership

A. The Population Represented: This committee will represent ALL Employees. Both Faculty and Staff.

B. Composition of the Committee:

Affiliation	Number	Selected by:
Faculty Appointments
Retired	1	Emeritus Professor’s Association
Endowed	1	Faculty Senate
Statutory	1	Faculty Senate
At-Large	2	Faculty Senate
Staff Appointments
Retired	1	Cornell Retiree Association
Union Representative	1	The Unions
Endowed	1	Employees Assembly
Statutory	1	Employee Assembly
At Large	1	Employees Assembly
Administration ex officio, non-voting
ex officio	1	Senior Vice President & Chief Financial Officer
ex officio	1	VP Academic Programs, Planning, Budget OR Director, Statutory Financial and Business Services
ex officio	1	Dean of the Faculty
ex officio	1	Director, University Human Resource Services OR Manager, Benefits

C. Terms

Members will be elected to 3-year terms.

D. Officers, Meetings, Subcommittees

1. Chair and Vice Chair, or Co-Chairs, elected by voting members in the November Meeting for 1-year terms.
2. Secretary: The Committee will have no “permanent” secretary. Instead, members will take turns in taking minutes of meetings.
   • Before submitting final “minutes”, the secretary will have his/her draft reviewed by two committee members.
3. Meetings: Normally, once a month. More often, as required.
4. Ad Hoc Committees: The committee chair may appoint Ad Hoc Committees, as needed, to undertake specialized in investigations and to report back information and recommendations to the parent committee. Each ad hoc committee will have at least one member from the parent committee. Outsiders with relevant experience will be appointed as needed.
5. Relationship to University Human Resources (UHRS)
   1. The Committee will act as a Sounding Board for UHRS on issues and proposals relating to Benefits. Similarly, UHRS will react to initiatives of the Committee.
   2. As appropriate, UHRS staff members will meet with the Committee to share their expertise, information, analyses, research.
   3. UHRS will alert the Committee as early as possible as to crises (rising health costs, etc.) and incipient developments so that the Committee can respond. In the case of changes in health benefits, the Committee should be consulted at the very beginning of developments, e.g., at the beginning/during summer.

Reporting

1. The committee will report regularly to the faculty senate and employee assembly.
   1. Committee members will each report to the group that he/she represents.
2. Periodically:
   1. As appropriate, the committee will prepare a Report to Cornell newsletter (of some such title) to be distributed through campus mail to each faculty member and staff member.
   2. As appropriate, the committee will utilize the Cornell Chronicle, Cornell Work Place, Cornell Daily Sun and Networking (PawPrint) to report on its activities.

Attendance Policy

The goal is active, interested, informed participation. Members missing more than three consecutive meetings will become non-members and the group they represent will be asked to appoint a replacement.

Amendments

The initial Charter of the Committee did not specify how the Committee might modify its Charter or Operating Rules. Nonetheless, the following actions were taken by the committee:

July 18, 1996

Quorum

To take official actions, a Quorum of Six Voting Members must be present.

Terms

Future Terms will be Three Years.

The committee voted to have a Rotating Membership such that about one-third of members would be new each year while two-thirds would be continuing. To effectuate this, the committee conducted a random drawing whose results are recorded in the minutes of July 18, 1996.

March 11, 1997

Quorum

If only 8 positions are currently filled, quorum will consist of Five voting members.

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