"Everyone appreciates the loyalty, hard work, and dedication of the staff and wants to see their situation improve markedly."

                                                                                                      Chancellor Robert Birgeneau

BSA Operating Procedures

      Berkeley Staff Assembly     

 

Approved: April, 1998 (Currently being reviewed/revised)

I. Meetings

  A. Coordinating Committee

     1. Schedule

         The Coordinator will set the schedule of the Coordinating Committee ("CC") meetings 

         as far in advance as possible and generally in August, December, and June for the     

         ensuing periods.

    2. Agenda

        The Coordinator or the Executive Committee sets the agenda and distributes it to the         

        CC members prior to the meeting. To add items to the agenda, members must notify the

        Coordinator at least one (1) day prior to the meeting at which it is to be heard.

    3. Attendance

        Members‚ regular attendance is expected, otherwise voluntary resignation is expected. If a  

        member misses 3 unexcused (defined as absent without notification) consecutive

        meetings, the Coordinator will suggest that the member withdraw. BSA members are  

        invited to participate without vote in CC.

 

  B. General Meetings

    1. Meetings of the full membership are to be held at least once a year.

 

II. Communications

  A. Minutes

    1. The Secretary or the co-secretaries (or backup) are responsible for preparation of the draft 

        minutes which are distributed to CC members via email. Corrections are copies to all

        members.

    2. Final minutes approved by the CC are distributed via email to all CC members by the

        Secretary.

    3. Copies of the documents distributed at the meeting will be forwarded to absent members

        by the Secretary.

    4. Before July 1, approved minutes and supporting documents are sent to the Coordinator for

        inclusion in the year-end packet to the University Archivist.

 

 B. Public Positions

   1. The Coordinator is the only official spokesperson for BSA, but the Coordinator may

       delegate this responsibility. Requests to CC members for BSA views are to be referred to

       the Coordinator.

 C. Correspondence

   1. The Coordinator signs all official BSA correspondence, but the Coordinator may delegate

       this responsibility.

   2. Correspondence is a matter of official record, but not necessarily for general distribution.

       Correspondence is to be included in the year-end packet for the University Archivist.

 D. Annual Reports

    1. Before July 1, the chair of each committee will submit a summary of the committees   

       activities, issues of concern, and unfinished business for the year. The reports are to be

       distributed to the CC, BSA sponsor, and Chancellor, published in the Newsletter, posted to

       the website, and included in the year-end packet for the University Archivist.

Officer & Committee Descriptions

BSA Coordinator

· Plans CC Meetings

· Prepares agenda, provides backup info to agenda items, distributes agenda and information in advance of meetings.

CC meetings: Presides over CC and General Meetings

· Starts on time, introduces guests, reviews and revises agenda, sets time limits for each agenda item, establishes action items: who, what, when, review action items and responsibilities.

Correspondence

· Acknowledges receipt of all correspondence, distributes correspondence as appropriate. All official BSA correspondence must be signed by the Coordinator, but the Coordinator may delegate this responsibility.

Programs

· May introduce speakers, ensures that on behalf of BSA each speaker/guest participant receives Œthank you‚ note, reviews evaluation forms (or summary) for each program, and distributes as appropriate.

Committees (Standing, Ad Hoc, etc.)

· Keeps current with committee activities. Distributes chair update reports to the CC. Convenes annual meeting with outgoing and incoming committee chairs to ensure a smooth transition.

Newsletter

· Provides Editor with copy or leads for possible articles.

Electronic Communications

· Approves all postings to the BSA website, but the Coordinator may delegate this responsibility.

Liaison

· Attends CSO and Advisory Committee meetings, and provides information on BSA activities. Reports to CC as appropriate.

 

Coordinator-Elect

· This position is the training ground for assuming leadership of the organization the following year. The Coordinator-Elect works closely with and provides assistance and advice to the Coordinator and serves in the absence of the Coordinator.

The Coordinator-Elect may work on special projects as determined by the Coordinator.

 

Secretary

· The Secretary(s) takes minutes at CC meetings and presents drafts in a timely manner to the CC members for approval and/or comments. The Coordinator may call upon the Secretary to assist with correspondence on behalf of BSA. An alternate Secretary should be named to serve in the absence of the regular Secretary.

 

Treasurer

· The Treasurer is responsible for the receipt, care, and disbursement of funds and the maintenance of the membership roster. Specific duties include: -manage bank account(s), including deposit of dues and other receivables, disbursement of payables, maintenance of receipts and other financial records, tracking of liens and commitments, and reconciling bank statements on a monthly basis; prepare quarterly written financial statement and other reports as requested or necessary to keep the Coordinator apprised of significant changes in the organization’s finances; maintain the membership roster as dues are received; notify committee chairs when members express interest in committee service; provide Membership Committee Chair with a monthly print out of the membership roster that includes the status of all current members; provides membership count and labels for all BSA mailings; and before July 1, provide a year-end report to the Coordinator for inclusion in the year-end packet for the University Archivist. The Treasurer’s statements and records are subject to audit at the discretion of the Coordinator.

 

BSA Delegates to CUCSA (Council of UC Staff Assemblies)

· Two delegates & junior and senior members

 

Requirements:

· must be non-represented

· must have, or acquire quickly, an understanding of/familiarity with BSA history

· existence, activities, and membership of other staff organizations

· Berkeley Campus administrative organization (e.g., Chancellors, control units, Personnel, etc.

· pertinent Campus/Systemwide issues

 

Specific duties include:

· stay aware of BSA organizational, staff, and Campus issues; prepare written and verbal "Campus Update" for quarterly CUCSA meetings,

· attend quarterly CUCSA meetings, make own travel arrangements, and reimbursement requests,

· promptly convey all written CUCSA information received to Coordinator and to any other relevant Campus personnel,

· accurately interpret, amplifying as necessary, all CUCSA requests of BSA,

· accurately convey BSA input to CUCSA,

· write timely newsletter articles on relevant CUCSA issues and activities not covered by CUCSA press releases,

· coordinate hosting CUCSA meetings at Berkeley campus (every 2 1/2 years),

· arrange logistics

· with CUCSA officers, arrange and facilitate guest speakers (Chancellor)

· at end of term provide report to CC for inclusion in year-end packet to the University Archivist, and

· the junior delegate automatically assumes the senior delegate position when the senior delegate steps down

 

The Coordinating Committee

· Coordinating Committee members are sensitive to each other's needs and expressions. We listen and respect each other's opinions. The work of the Committee makes a contribution to the organization. We work as a team. Members are expected to be aware of constraints imposed by the limited time available for the CC lunch time meetings and to attend and contribute in a concise manner. The CC performs its activities primarily through committees, standing or ad hoc.

 

Specific duties include:

· regularly attend the semi-monthly CC meetings,

· prior to meetings, read the agenda and supporting materials, be prepared to contribute to the meeting by voting and/or discussing agenda items, and inform the Coordinator, in advance, of items to include on the agenda,

· each incoming committee member may have a mentor on the committee who will answer questions and generally facilitate the introduction of the new member to the work of the committee as well as assist the new member, as needed, to find focus for their own contribution to the committee,

· committee members serve in the campus environment at large and shall support the mission statement of BSA in their professional life.

· committee members will recruit new members and encourage membership participation, attendance, and activism,

· committee members are encouraged to contribute to the Newsletter, and

· each committee member shall volunteer to serve as chair or member of a committee, usually according to their interest, but often to meet a specific need.

· CC duties:

· approve alternates to fill CC vacancies

· approve actions by CUCSA delegates as necessary

· review and approve Standing Committee goals and action plans

· establish and give direction to ad-hoc committees

· approve annual report from the Treasurer

· set membership dues and approve expenditures

· establish Operating Procedures and approve changes thereto

· establish Executive Committee and its duties as required

· approve plans for General Membership Meetings

· serve as a staff voice in Campus and Systemwide activities

 

Committee Chair - Role & Responsibility

· Committee chairs are responsible to the CC which formally approves a member's appointment to chair. In order to avoid duplication or scheduling conflicts, all proposals for BSA-sponsored events must be approved by the CC.

 

General responsibilities include:

· convene committee meetings

· outline, discuss and agree upon:

· member responsibility,

· charge of the committee, and

· procedures for the conduct of business

· facilitate discussion

· delegate and follow-up on work assignments

· monitor progress

· motivate members

· prepare annual report for inclusion in the year-end packet for the University Archivist

· prepare summaries of the committee for presentation at CC meetings

· present committee recommendations to the CC

· provide copy or leads for the Newsletter and website

· meet with the incoming committee chair and Coordinator to ensure a smooth transition

BSA Officers 2008-2009

 

Kate Benn
Chair

 

Eileen Bell

Chair-elect

 

Marjorie Ensor

Kendall Moalem

Co-Secretaries

 

Scherry Royal

Treasurer

 

 

CUCSA Delegates 2008-2009

 

Beverly Skinner

Senior Delegate

 

Paul Riofski

Junior Delegate