UA: March 16, 2011 Bylaws Draft

Article 1: Ex-Officio Membership

The following serve as members of the Assembly ex-officio without vote:

1. the chair of each associated committee of the Assembly.

Article 2: Procedures

2.1 Meetings

At the first meeting of the academic year, the Assembly shall adopt a schedule of meetings for the remainder of the year. These meetings shall be referred to as the regular meetings.

2.2 Special meetings

Special meetings of the Assembly may be convened to consider issues of immediate and pressing concern. The Chair of the Assembly, the President or in the President’s absence, the Acting President, may call a special meeting of the Assembly. The Chair shall call a special meeting of the Assembly when requested to do so by two-thirds of its seated members.

2.3 Quorum

A majority of the seated members of the Assembly constitutes a quorum to do business.

2.4 Roberts rules of order

The procedures for debate and general conduct of business of the Assembly in all matters not specifically described in this document are Roberts Rules of Order, latest edition.

2.5 Executive session

With the concurrence of a majority of the voting members present, the Assembly or any of its committees may enter executive session to discuss confidential matters. The Assembly must enter into its minutes the purpose of an executive session. No policy decisions shall be made in executive session.

2.6 Speaking privileges

Any member of the Cornell community may request speaking privileges through the Chair, provided the request is made at least 24 hours prior to a meeting. Consultants invited to a meeting by the Chair may speak regarding the particular topic on which they were invited to present information or answer questions. During the course of the meeting the Assembly may establish additional procedures for granting speaking privileges.

2.7 Agenda

The President of the University or any member of the Assembly may ask the Executive Vice Chair to place of an item of business on the agenda. The Executive Board should place the item at the earliest possible time that is practical or refer the item to appropriate committees for further review. The Executive Vice Chair must make the agenda of the Assembly available to members no less than twenty-four hours prior to a meeting of the Assembly.

Except where explicitly stated by the Executive Board, agendas and associated documents are presumed to be public documents that may be shared with the campus community.

2.8 Minutes

The minutes of Assembly meetings and those of its committees shall be available to all members of the University, except for those meetings, or portions thereof, conducted in executive session.

2.9 Annual report

The Chair of the Assembly, in consultation with its members, presents an annual report to the President of the University. The report includes a summary of the Assembly’s work during the year and describes any outstanding issues or items of business that are expected to arise in the future. The Assembly must make the report available to all members of the University.

2.10 Timing of Regular Meetings and Notice of All Meeting Times and Locations

Regular meetings occur during the academic year only. The Executive Board must publicize and allow the campus community to attend and observe all open meetings of the Assembly and its committees.

2.11 Attendance Policy for Elected Members Not Yet Seated

Newly selected members of the Assembly must make every effort to attend any meetings that occur before such members are seated.

2.12 Attendance Policy for Seated Members

Seated and ex-officio members must attend all regular meetings of the Assembly. Members must:

1. notify the Chair of the Assembly at least twenty-four hours prior to any scheduled meeting they are unable to attend, if possible; and,
2. not miss more than two regular meetings in any session of the Assembly.

If the Chair determines a member has failed to meet any of these requirements, he or she must call for a vote on removal of the member at the next regular meeting of the Assembly.

2.13 Reporting Responsibilities of Members of the Assembly

Presiding officers of each constituent assembly serve as liaisons between the Assembly and their respective constituent assemblies, reporting the activities of the Assembly to their constituent assemblies and the activities of their constituent assemblies to the Assembly.

2.14 Sense-of-the-Community Referendum

The Assembly may call for a Sense-of-the-Community Referendum provided that it:

1. can be completed in the current session; and,
2. addresses a concern relevant to the entire University community in which all employees, faculty, and students may vote.

Article 3: Committees

3.1 Ad hoc committees

The Assembly, the Executive Board, and the Assembly’s standing committees may establish such ad hoc committees or subcommittees as are necessary for the proper performance of their functions. Any alteration to the charge of such committees and subcommittees or to their membership must be reported to the Vice Chair for Operations before being put into effect.

3.1.1 Composition and terms

The standing committee may recommend a specific prescription as to the membership of an ad hoc subcommittee, including provisions for the appointment of members who are not members of the standing committee or the Assembly.

No ad hoc committee may have fewer than three voting members. Each ad hoc committee must disband at the end of a session of the Assembly.

3.1.2 Appointment and removal of ad hoc committee members and chairs

Except where otherwise provided, the Vice Chair for Operations, in consultation with the Executive Board, may appoint members. The Executive Board may remove members. A standing committee may appoint members to or remove members from the subcommittees it establishes at its own discretion.

3.2 Standing committees

3.2.1 Standing committee responsibilities

Each standing committee must:

1. hold and publicize at least one meeting that is open to the campus community where it receives and discusses items of business relevant to its charge;
2. submit minutes of each meeting to the Vice Chair for Operations;
3. submit, before May 1, an annual report to the Vice Chair for Operations including a summary of unfinished business of the committee;
4. make every reasonable attempt to insure that members of the University community affected by its recommendations are informed of the agenda of its meetings and of its recommendations;
5. file in a timely manner with the Assembly the minutes of all meetings and an annual report summarizing activities;
6. request that the Chair of the Assembly place on the agenda of the Assembly those matters, which in its opinion require discussion by the Assembly; and,
7. respond to any requests from the Assembly for information or reconsideration of recommendations.

3.2.2 Standing committee composition and terms

Unless specified otherwise in its charge, each standing committee will have eight voting members, consisting of two members of each constituency of the Assembly. Of the two members from each constituency, at least one must be a voting member of the Assembly.

3.2.3 Appointment and removal of standing committee members and chairs

The Vice Chair for Operations, in consultation with the Executive Board, may appoint members. The Executive Board may remove members.

Except for compelling circumstances, no person should serve more than two consecutive terms in a given committee.

3.3 Procedures for policy development and legislative actions

The responsibilities articulated in this section apply only to committee business related to the Assembly’s authority in policy development or legislative actions.

3.3.1 Mandatory procedures

Each committee must:

1. issue a public notice on the Assembly’s website of each motion related to a substantive policy change, which includes:
   1. a contact to whom inquiries and written comments may be directed,
   2. period of time during which written comments will be accepted, and,
   3. times and locations of any public hearings, if hearings are conducted; and,
2. issue a report based on its deliberations and any comments received, which the Assembly will incorporate as supporting documentation into any related motion is subsequently adopts.

3.3.2 Normative procedures

To the extent practical and appropriate, each committee must:

1. solicit written comments from campus constituencies for a public comment period of at least two weeks in duration.

3.3.3 Discretionary procedures

Each committee may:

1. request reports and information from responsible administrative units;
2. extend, with public notice, the period of time when written comments are accepted; and,
3. conduct public hearings, in collaboration with responsible administrative units, to receive oral comments from community members and experts.

Article 4: Charges of Standing Committees

4.1 Codes and Judicial Committee

By delegation from the Assembly, the Committee will review any proposed motion related to:

• Campus Code of Conduct; and
• recruitment and appointment of members to the University Hearing and Review Boards.

The Committee may propose, review, and amend resolutions as it deems appropriate. The Committee must approve resolutions referred for its consideration before they can be advanced to the Assembly for a vote and for debate.

4.2 Campus Welfare Committee

By delegation from the Assembly, the Committee will review any proposed motion related to:

• diversity and inclusion;
• family support;
• health services; and,
• any other topic deemed relevant to campus welfare by the Executive Board.

The Committee may propose, review, and amend resolutions as it deems appropriate. The Committee must approve resolutions referred for its consideration before they can be advanced to the Assembly for a vote and for debate.

4.3 Campus Infrastructure Committee

By delegation from the Assembly, the Committee will review and approve any proposed motion related to:

• environmental impact and sustainability;
• information technology;
• transportation and commuter policies; and,
• any other topic deemed relevant to campus infrastructure by the Executive Board.

The Committee may propose, review, and amend resolutions as it deems appropriate. The Committee must approve resolutions referred for its consideration before they can be advanced to the Assembly for a vote and for debate.

Article 5: Associated Committees

5.1 Definition and General Specifications

The Assembly may, with the approval of the responsible administrative unit, identify associated committees of the Assembly. Such committees are chartered and managed by the responsible administrative unit, but report additionally to the Assembly and possess the same responsibilities as standing committees of the Assembly.

Each committee’s charge must:

1. identify of the administrative unit responsible for the committee;
2. specify responsibilities of the committee; and,
3. specify composition and terms of the committee.

The following requirements hold except where otherwise provided:

1. Both the Assembly and the responsible administrative unit must approve changes to the charges of associated committees.
2. The chairs of associated committees serve ex-officio as non-voting members of the Assembly and are expected to attend all regularly scheduled meetings of the Assembly.

Except where otherwise provided, the constituent assemblies may appoint and remove the members of each associated committee assigned to represent their respective constituencies. The Vice Chair for Operations, in consultation with the Executive Board, may appoint members to fill any vacancies that remain after September 1 provided the term of appointment does not run beyond the current session of the Assembly.

5.2 Public Safety Advisory Committee

The Public Safety Advisory Committee (the Committee) is charged to review current campus security policies and procedures and make recommendations for their improvement. The Committee fulfills the University’s obligations under New York State Education Law � 6431. The Office of the President is the responsible unit for this committee.

5.2.1 Responsibilities

The committee reviews current policies and procedures related to:

1. educating the campus community, including security personnel and those who advise or supervise students, about sexual assault;
2. educating the campus community about personal safety and crime prevention;
3. reporting sexual assaults, domestic violence and stalking incidents and assisting victims during investigations;
4. referring complaints to appropriate authorities;
5. counseling victims; and
6. responding to inquiries from concerned persons.

After its last meeting for the academic year but before the last day in June, the Committee must compile and report to the President of the University all of its findings and recommendations for the current academic year.

5.2.2 Composition

The President of the University appoints the following as voting members to staggered terms concurrent with two consecutive sessions of the Assembly:

1. two undergraduate students from a list recommended by the Student Assembly;
2. two faculty members from a list recommended by the Faculty Senate;
3. one graduate or professional student from a list recommended by the Graduate and Professional Student Assembly; and,
4. one non-faculty employee from a list recommended by the Employee Assembly.

Each assembly must include at least one female candidate in its list of recommendations to serve on the Committee. At least half of the voting members must be female.

As soon as possible after a vacancy occurs or a new session of the Assembly begins, the Committee must elect a Chair from its voting membership to serve a term concurrent with a session of the Assembly or the remainder thereof.

The following serve as members ex-officio, without vote:

1. Chief of Cornell Police or a designee;
2. Judicial Administrator or a designee;
3. Director of Mental Health Initiatives or a designee;
4. University Victim Advocate or a designee;
5. Dean of Students or a designee;
6. Director of Residential Programs or a designee; and
7. Vice President of Human Resources or a designee.

5.2.3 Special Provisions

To assure compliance with the state laws the Committee is charged to fulfill, the President:

1. may, in consultation with the Assembly, alter the Committee’s charge; and,
2. must approve any proposed change to the Committee’s charge.

5.3 Campus Planning Committee

The Campus Planning Committee (the Committee) reviews and makes recommendations to the President regarding physical planning for the Ithaca campus.

5.3.1 Responsibilities

The Committee reviews and makes recommendations regarding the following subjects as they relate to the overall planning and character of the Ithaca campus::

1. master planning;
2. land use and physical development;
3. landscape and environmental planning and design;
4. infrastructure;
5. transportation planning;
6. circulation and parking; and,
7. new construction and renovations.

The Committee reviews and discusses the prioritization of “university” and “enabling” projects as identified in the 2008 Cornell Master Plan and other strategic planning opportunities. The Committee reviews, discusses, and advises on revisions to the 2008 Cornell Master Plan prior to their discussion and approval by the senior administration and Trustees.

The Committee reviews, in consultation with the Campus Infrastructure Committee, all plans for alterations of or additions to roads and parking lots as well as relevant alterations to parking policies on the Ithaca campus of the University. The Committee coordinates with the Campus Infrastructure Committee on all sustainability matters related to land, utilities, and campus development.

The Committee seeks advice and comment from members of the wider campus community when discussing a specific planning or design issue.

5.3.2 Composition

The following serve as appointed voting members of the Committee:

1. two members of each constituency who serve staggered, two-year terms spanning consecutive sessions of the Assembly and are staffed in the same manner as for standing committees of the Assembly; and,
2. four members appointed by the President of the University who serve staggered, three-year terms spanning consecutive sessions of the Assembly and who possess professional or technical expertise in a planning or design related field.

The following people or their designees serve as voting members of the Committee ex-officio:

1. the Chair of the Department of Architecture or a designee;
2. the Chair of the Department of Natural Resources or a designee;
3. the Director of Plantations or a designee;
4. the Vice President for Facilities Services or a designee;
5. the Coordinator of the Landscape Architecture Program or a designee;
6. the Chair of the Department of City and Regional Planning or a designee;
7. the Chair of the Art Department or a designee; and,
8. the Director of the Graduate Program in Historic Preservation or a designee.

The following serve as members ex-officio without vote and provides staff support to the Committee:

• the University Planner or a designee.

As soon as possible after vacancies occur or a new session of the Assembly begins, the Committee must elect a Chair and a Vice-Chair from its voting membership to serve terms concurrent with a session of the Assembly or the remainder thereof.

5.4 Transportation Hearing and Appeals Board

The Transportation Hearing and Appeals Board (THAB) shall review decisions that have been denied in whole or in part by Transportation and Mail Services administrative staff on matters relating to violation appeals, requests for special parking grants for those claiming financial hardship, and exceptions to parking rules and regulations and/or normal permit eligibility criteria.

5.4.1 Responsibilities

Violation appeals must each be decisioned separately, considering all relevant facts and circumstances brought to the board’s attention. The board shall only review cases for which it is deemed an error in judgment or procedure was made in the original decision. In cases of requests for special parking grants based on financial hardship, appellants must fully explain why they are unable to use the transportation options available. In cases of requests related to exceptions to parking rules and regulations and/or normal permit eligibility criteria, the board’s decision shall be based on demonstrated need and are subject to space and other limitations.

5.4.2 Composition

THAB shall consist of twelve members nominated by their respective Assemblies and approved by those bodies and one ex-officio member representing the administrative staff of Transportation and Mail Services. Members shall be constituted as follows: four students (two graduate/professional, two undergraduate), four faculty, and four employees. No employee of Transportation and Mail Services or Cornell Police may serve on THAB. The term of membership shall be two years, except that initially, so that terms may be staggered, two faculty, two students and two employees shall serve terms of one year. THAB shall annually elect its own chairperson. Hearings shall require a quorum of three members. In case of a tie vote, the decision shall be recorded in favor of the appellant.

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