Committee Bylaws

Committee Bylaws

 

 

ARTICLE I - MEMBERSHIP

Section 1.  Membership

The FGCU Space Committee is comprised of full-time staff and faculty of Florida Gulf Coast University.  Membership will be approved by the President’s Cabinet and will be reflective of the University community, including representation of various University divisions.

 

Section 2.  Eligibility

All FGCU Faculty and Staff who are in good standing and have been employed by the University for a minimum of one (1) continuous year at the beginning of a term are eligible to serve as a FGCU Space Committee Member.

 

Section 3.  Terms of Office

All term years are effective July 1^st through June 30th.  Terms shall be for three (3) years and a FGCU Space Committee Member shall serve for a maximum of two (2) consecutive terms.

1. If a FGCU Space Committee Member fills an unexpired term of one year or less that is vacated by another FGCU Space Committee Member, the individual fills the balance of that term and is eligible to serve an additional two (2) consecutive terms.
2. If a FGCU Space Committee Member fills an unexpired term of greater than one year that is vacated by another FGCU Space Committee Member, the individual fills the balance of that term and is eligible to serve an additional one (1) consecutive term.

Section 4.  Duties

1. FGCU Space Committee Members shall attend all regular meetings as well as special or called meetings.
2. FGCU Space Committee Members shall encourage feedback and suggestions from their constituents concerning space related matters and share with the full FGCU Space Committee.

Section 5.  Attendance

1. FGCU Space Committee Members who are not present during more than 25% of the meetings in one year are considered to have resigned. In the event of a leave of absence, such as Family and Medical Leave, representatives are not considered to have resigned.
2. FGCU Space Committee Members who are unable to attend a meeting should designate a proxy to vote on their behalf for any items requiring voting at the meeting they are unable to attend.
3. All meeting absences should be reported to the FGCU Space Committee Chair and the FGCU Space Committee Secretary before close of business the day prior to the meeting.

Section 6.  Vacancies

Vacancies may occur as a result of any of the following:

1. Resignation of a member from the FGCU Space Committee;
2. A FGCU Space Committee Member is no longer employed at FGCU in an eligible position;
3. Separation of employment from FGCU;
4. An insufficient number of eligible candidates have accepted nominations; or
5. Removal as a FGCU Space Committee Member.

Section 7. Removal from Membership 

FGCU Space Committee Members can be removed from the FGCU Space Committee prior to the expiration of their term.  This decision will be made by FGCU’s President’s Cabinet and grounds for removal include, but are not limited to, excessive absences, negligence, or misconduct.  The FGCU Space Committee member must be notified in writing within one (1) week of receipt of the proposed removal from office.  A FGCU Space Committee Member that has been removed from membership may submit a written appeal to Vice President of Administrative Services and Finance ten (10) business days of delivery of the written notice of removal.  The appeal shall be heard by the Vice President of Administrative Services and Finance within one month of the written appeal.

 

Section 8.  Filling Vacancies

The President’s Cabinet will fill vacant FGCU Space Committee membership positions in the following manner:

1. The President’s Cabinet will seek to fill an open membership position by appointing a new member from the vacated divisional or departmental area of representation.
2. Appointments shall be announced at the next FGCU Space Committee meeting.
3. The FGCU Space Committee Member appointed to a vacant seat will serve the remainder of the vacated term.

ARTICLE II - MEETINGS

 

Section 1.  Meeting Times  

The FGCU Space Committee shall meet at least monthly. The FGCU Space Committee Chair may call additional meetings as necessary.       

 

Section 2.  Quorum  

A quorum must be present for votes to take place.  One-half plus one of the total FGCU Space Committee Membership positions filled shall constitute a quorum.

 

Section 3.  Meeting Notices  

All meeting notices will be posted to the FGCU Space Committee website in accordance with Florida Sunshine Laws.

 

Section 4.  Parliamentary Procedures  

The parliamentary procedure authority of the FGCU Space Committee meetings shall be the rules contained in the current edition of Robert’s Rules of Order in all cases to which they are applicable and in which they are not inconsistent with these Bylaws.

 

Section 5.  Addressing the FGCU Space Committee  

Any employee, student, or faculty member may request to address the FGCU Space Committee. 

1. Individuals who wish to add an item for discussion to the FGCU Space Committee meeting agenda shall notify the FGCU Committee Chair at least one week prior to the FGCU Space Committee meeting in which they wish to speak. The FGCU Committee Chair will determine if the item should be placed on the agenda or if the item is to be considered public comment.
   • Agenda items are forwarded to the FGCU Space Committee Secretary for inclusion on the FGCU Space Committee meeting agenda.
   • If the item is deemed to be a public comment, the FGCU Space Committee Chair will notify the individual(s) of the public comment procedures.
2. Any employee, student, or faculty member can address the FGCU Space Committee at the monthly meeting during the Public Comment portion of the meeting agenda. Public comments are limited to a maximum of three minutes per person.
3. The FGCU Space Committee has the discretion to refer comments to the appropriate University department or committee for further discussion and review.

Section 6.  Attendance  

All FGCU Space Committee Representatives are required to attend all regularly scheduled meetings.  Advance notice of an absence should be given to the FGCU Space Committee Chair and Secretary when possible.  FGCU Space Committee Members missing more than 25% of the meetings within a fiscal year may be subject to removal from office as identified in Article 1, Section 5.

 

Section 7.  Special Meetings

Special meetings may be called at any time by the FGCU Space Committee Chair.

ARTICLE III - AMENDMENTS

 

Section 1. Amendments to the FGCU Space Committee Bylaws

Amendments to the FGCU Space Committee Bylaws may be proposed by any FGCU Space Committee member by submitting, in writing, the proposed amendment to the FGCU Space Committee Chair.

1. Upon receipt of a proposed amendment to the Bylaws, the FGCU Space Committee Chair will place the motion on the agenda of the next regularly scheduled FGCU Space Committee meeting.
2. The proposed amendment will be discussed and reviewed by FGCU Space Committee Members. Amendments to the FGCU Space Committee Bylaws may not be voted on in the same FGCU Space Committee meeting in which they were initially presented to the FGCU Space Committee members.
3. Proposed amendments to the FGCU Space Committee Bylaws require approval of 2/3 of the FGCU Space Committee quorum in order to pass.
4. If approved by 2/3’s of the FGCU Space Committee, the approved amendment will be forwarded to the Vice President of Administrative Services and Finance for review and approval.
5. The Vice President of Administrative Services and Finance will let the FGCU Space Committee know if the proposed amendment has been approved within one month of receiving notification of the proposed amendment.
6. Unless otherwise stated in the proposal, amendments will take effect immediately upon the approval of the Vice President of Administrative Services and Finance.

Section 2. Amendments to the FGCU Space Committee Charter

Amendments to the FGCU Space Committee Charter may be proposed by any FGCU Space Committee Member by submitting, in writing, the proposed amendment to the FGCU Space Committee Chair.

1. Upon receipt of a proposed amendment to the Charter, the FGCU Space Committee Chair will place the motion on the agenda of the next regularly scheduled FGCU Space Committee meeting.
2. The proposed amendment will be discussed and reviewed by the members of the FGCU Space Committee.
3. Approval of 2/3 of the quorum of FGCU Space Committee Members is required to move the proposed amendment to review by the President’s Cabinet.
4. Upon approval of 2/3 of the quorum of FGCU Space Committee Members, the proposed amendment to the FGCU Space Committee Charter will be placed on the agenda of an upcoming President’s Cabinet meeting. The proposed amendment will be presented to the FGCU President’s Cabinet for their review.
5. Proposed amendments to the FGCU Space Committee Charter requires approval the FGCU President’s Cabinet in order to pass.
6. Unless otherwise stated in the proposal, amendments will take effect immediately upon approval from the FGCU President’s Cabinet.

ARTICLE IV – RECORDS

Section 1.  Records Retention

The FGCU Space Committee Secretary will send any records that need to be retained to FGCU’s Records Management Office with a disposition form referencing transfer to the University archives.

 

 ARTICLE V - GENERAL GUIDELINES

 

Section 1.  Parliamentary Authority

Except as it conflicts with these Bylaws, the current edition of Robert’s Rules of Order shall govern procedure at all FGCU Space Committee meetings.

 

Section 2.  Fiscal Year

The FGCU Space Committee’s fiscal year shall coincide with the University fiscal year, July 1 to June 30.  

 

Section 3.  Conflict of Interest

Whenever a Representative has a financial or personal interest in any matter coming before the FGCU Space Committee, the Representative shall a) fully disclose the nature of the interest and b) withdraw from discussion and voting on the matter. The minutes of meetings at which such conflicts occur shall record such disclosure and abstention from discussion and voting.

 

Section 4. Proxy Voting 

A FGCU Space Committee member who is entitled to vote on a request or issue may vote by proxy executed in writing by the member or by his or her duly authorized representative. Any copy, facsimile transmission, e-mail, or other reliable reproduction of the original proxy may be substituted or used in lieu of the original if the reproduction is a complete reproduction of the entire proxy. If any member or proxy holder votes or takes other action by means of remote  communication, a record of that member’s participation in the meeting must be maintained in accordance with public record statutes.