By-Laws & Operating Procedures

BSA By-Laws (revised 2/21/19)


In the following text, “BSA” shall signify the Berkeley Staff Assembly; “Council” shall signify the Governing Council of BSA; “CUCSA” shall signify the Council of University of California Staff Assemblies.

  1. Name

    1. The name of the organization shall be the Berkeley Staff Assembly.

  2. Membership

    1. General Membership: All staff employees, regardless of appointment type and including non-Senate non-teaching appointees, shall be considered members of BSA.

    2. Associate Membership: Retired staff employees and other applicants may become BSA members if approved by the Council but are not eligible for election to the Council.

  3. Organization

    1. Governing Council

      1. The Council is the governing body of BSA.

      2. Membership: The Council shall consist of at least 12 but not more than 24 BSA members.

      3. Terms: Members are elected for three-year terms beginning July 1. Members are limited to two consecutive three-year terms but are eligible for re-election after a one-year interval.

    2. Officers

      1. The Officers are: Chair, Chair-Elect, Secretary, Treasurer, Operations Officer, and Junior and Senior CUCSA Delegates. The offices of Chair, Chair-Elect, and Secretary may be held by a team of two people provided that they put their names in nomination for the office as a team.

      2. Terms: Officers serve for a term of one year beginning July 1. Officers shall not serve in any combination of offices for more than four successive years but are eligible to serve again after a one-year interval. Any partial term over six months as an officer counts as a full year. After completing a term as Chair-Elect, the Chair-Elect will automatically begin a term as Chair. After completing a term as CUCSA Junior Delegate, the Junior Delegate will automatically begin a term as Senior Delegate.

      3. Any Council member running for a multi-year office (Chair-Elect or Junior CUCSA delegate) must complete that office before the expiration of their second three-year term on the Council.

      4. If a Council member is selected for a multi-year office after their second year on the Council, their term on the Council will automatically be extended by one year so that the term can be completed.

      5. Special Considerations: The two CUCSA Delegates must be elected in accordance with CUCSA eligibility requirements and regulations and by a simple majority vote of the entire Council. Delegates serve two-year staggered terms and are limited to two consecutive terms.

  4. Council Meetings

    1. Schedule: Meetings are held semi-monthly and are open to the general membership.

    2. Executive Session: Executive Session may be convened by either the Chair or a majority of the Council.

    3. Quorum: A simple majority of the Council constitutes a quorum. In the absence of a quorum, those present may act by submitting such action for ratification to the Council at a subsequent meeting or by ballot of the Council.

  5. Committees

    1. These include the Executive Committee, the Standing Committees, and any Ad Hoc Committees. The Chairs of these committees shall be appointed by the Chair of the Council in consultation with the Council.

    2. Executive Committee: The Executive Committee consists of the Chair, Chair-Elect, Secretary, Treasurer, and CUCSA Delegates. The Executive Committee is assigned duties by the Chair.

  6. Elections

    1. Officers and CUCSA Delegates:

    2. Elections: Election of Officers and CUCSA Delegates is conducted by the Chair-Elect, who will solicit nominations at the last Council meeting in April. Candidates are elected from the Council membership by the vote required for the position. All members of the Council must vote in person or electronically for this election to be valid, and an abstention will be counted as having voted. This election must be completed by the last day of May.

    3. Vacancies: If an officer resigns before the term is up, the Council will solicit nominations of Council or BSA members for the balance of the term. If there are multiple eligible candidates for the position, election will be by a majority vote of the entire Council. Votes may be cast in person or electronically.

  7. Governing Council:

    1. Elections: Election to the Council is conducted by an Ad Hoc Election Committee and must be completed by the last Council meeting in June. Election is by a majority of the total votes cast by the entire BSA membership, but there is no required minimum number of votes which must be cast. The number of seats available on the Council is determined by the Elections Committee. Should the election result in a tie among nominees, the matter will be resolved by a vote of the Council.

    2. Vacancies: The Council may select nominees to fill vacancies by soliciting nominations from the Council. Nomination is limited to BSA members. If membership on the Council is at 12 or more, the Council retains the option to not fill any vacancy. The nominee selected to fill the vacancy must be approved by a simple majority vote of the entire Council. Votes may be cast in person or electronically.

    3. Removal from the Council: Any member of the Council may be asked to resign or be removed in accordance with guidelines outlined in the Operating Procedures and by a two-thirds vote of the entire Council. Resulting vacancies shall be filled as specified in Section 6.b.2

  8. Voting in General

    1. The simple majority of votes cast, except where otherwise stated in these By-Laws, determines the results of all elections, whether by voice vote at a meeting or by electronic ballot.

  9. Parliamentary Authority

    1. Robert's Rules of Order, Newly Revised, or any other parliamentary authority approved by the Council, shall guide the Council in all cases to which they are applicable and insofar as they are not inconsistent with these By-Laws.

  10. Changes to By-Laws

    1. The Council acting as a group, or any BSA member with the endorsement of five other members, may propose changes to these By-Laws.

    2. An Ad Hoc By-Laws Committee will be formed to prepare the formal changes for review by the Council and the general membership.

    3. The By-Laws Committee must notify the membership that proposed revisions are posted on the BSA website and schedule a general membership meeting to discuss the proposal to be held within 30 days but not sooner than 10 days after the notification is sent. Subsequent to the general meeting, the proposed changes shall be voted on by the membership. A two-thirds vote of ballots cast is required for approval.

  11. Operating Procedures:

    1. The Operating Procedures shall be included as an Appendix to these By-Laws. The Procedures are approved or amended by the vote of a majority of the Council.

Revised January 2019, Approved: February 2019

Revised and Approved: December 2009

Revised and Approved: March 2006

BSA Operating Procedures

In the following text, “BSA” shall signify the Berkeley Staff Assembly; “Council” shall signify the Governing Council of BSA; and “CUCSA” shall signify the Council of the University of California Staff Assemblies.

  1. Meetings
    1. Governing Council
      1. Schedule: The Chair will set the schedule of the Council meetings in August for the entire year.
      2. Agenda: The Chair sets the agenda and the Secretary distributes it to the Council members prior to the meeting. To request the addition of items to the agenda, members must request the addition by the Chair at least two days prior to the meeting.
      3. Attendance:
        1. Council members are required to attend and participate at all Council meetings. If regular attendance is not possible, voluntary resignation is expected.
        2. If a member misses two consecutive meetings and the absence is not approved in advance by the Chair, the Chair will require that the member withdraw from the Council.
        3. If a member misses three meetings in any given three-month period, the Chair will consult with that member and may request that the member withdraw from the Council.
      4. The Council will include an ex-officio non-voting member from the Chancellor’s Staff Advisory Committee (CSAC).
      5. All BSA members are invited to participate without vote in Council meetings.
    2. General Membership
      1. Meetings of the full membership are to be held at least once each academic year.
  2. Communications
    1. Minutes
      1. The Secretary is responsible for preparation of the draft minutes which are distributed to Council members via email. Corrections will be copied to all members via email or read out at the Council meeting.
      2. Minutes are approved by the Council and then published on the BSA web site.
    2. Public Positions
      1. The Chair is the only official spokesperson for BSA, but may delegate this responsibility in writing. Requests to Council members for BSA views are to be referred to the Chair.
    3. Correspondence
      1. The Chair sends all official BSA correspondence, but may delegate this responsibility in writing.
      2. Official correspondence will be archived and will be made available to Council members.     
      3. A list of all official correspondence, either received or sent, will be attached to the agenda for each meeting.
    4. Annual Reports
      1. Annually before June 1, each officer and the chair of each committee will submit a summary of their activities, issues of concern and unfinished business for the year. The reports are sent to the Chair for distribution to the Council, the university administration, and the Bancroft Library’s BSA Archive.
  3. Officer Positions
    1. BSA Chair
      1. Prepares agenda in consultation with Secretary and provides backup information on agenda items.
      2. Starts Council meetings on time; introduces guests; reviews and revises agenda; establishes and assigns action items; reviews outstanding action items and responsibilities.
      3. Discusses attendance at meetings with Council members who have repeated absences and requests resignations if necessary.
      4. Acknowledges receipt of all correspondence and distributes correspondence as appropriate.
      5. May introduce speakers at BSA-sponsored programs; ensures that on behalf of BSA each speaker/guest participant receives a thank you note.
      6. Provides Communications Committee with copy or leads for possible articles.
      7. Approves all postings to the BSA website, but may delegate this responsibility.
      8. Attends Council of Staff Organizations and ad hoc advisory committee meetings as requested and provides information on BSA activities; reports to Council as appropriate.
      9. Approves the Chairs of all BSA Committees.
      10. Prepares an annual report to be submitted by the first meeting in June.
      11. Prepares an electronic file of all BSA correspondence from tenure and passes it along to the incoming Chair along with the electronic files from previous Chairs.
      12. Serves as mentor to the new Chair for the year after serving as Chair.
      13. Turns over office in good order and with all necessary records on completion of term.
    2. BSA Chair-Elect
      1. Trains actively in order to be prepared to assume leadership of the organization the following year.
      2. Keeps current with committee activities; collects quarterly and annual committee chair reports for distribution to the Council; convenes annual meeting with outgoing and incoming committee chairs to ensure a smooth transition.
      3. Serves as Chair of the Governing Council Election Committee as described in the By-Laws.
      4. Organizes the Governing Council officers and CUCSA delegate election as described in the By-Laws.
      5. Works closely with and provides assistance and advice to the Chair and serves in the absence of the Chair, and may work on special projects as determined by the Chair.
      6. Prepares an annual report to be submitted to the Chair by the first meeting in June.
      7. Turns over office in good order and with all necessary records on completion of term.
    3. BSA Secretary
      1. Distributes the agenda and any necessary information in advance of meetings at the direction of the Chair.
      2. Takes minutes at Council meetings and presents drafts in a timely manner to the Council members for approval and/or comments.
      3. Tracks attendance at meetings and reports patterns of absence to the Chair.
      4. May assist with correspondence at the direction of the Chair on behalf of BSA.
      5. Is responsible for finding a Council member to serve as Secretary when the Secretary is not available.
      6. Prepares an annual report to be submitted to the Chair by the first meeting in June.
      7. Turns over office in good order and with all necessary records on completion of term.
    4. BSA Treasurer
      1. Manages 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.
      2. Prepares the annual budget for the Council’s approval by the final meeting in May.
      3. Prepares quarterly written financial statement for inclusion in the Minutes, prepares other reports as requested or necessary to keep the Chair apprised of significant changes in the organization’s finances.
      4. Submits all statements and records for audit at the discretion of the Chair.
      5. Coordinates with university administration for submission of any required financial reports.
      6. Prepares an annual report to be submitted to the Chair by the first meeting in June.
      7. Turns over office in good order and with all necessary records on completion of term.
    5. BSA Delegates to CUCSA
      1. Are selected from non-represented staff (in accordance with CUCSA requirements.
      2. Have, or must acquire quickly, an understanding of and familiarity with BSA history.
      3. Are familiar with other UCB staff organizations.
      4. Are knowledgeable about the administrative organization of the Berkeley campus and about pertinent campus and systemwide issues.
      5. Perform specific duties as set by CUCSA.
      6. Attend CSAC meetings as an ex-officio member in years CSAC approves.
      7. Shares information between BSA GC and CSAC.
      8. Prepare an annual report to be submitted to the Chair by the first meeting in June.
  4. Governing Council Descriptions
    1. Specific Governing Council Member’s individual duties include:
      1. Attends the semi-monthly Council meetings regularly.
      2. Reads the agenda and supporting materials distributed prior to the meetings; requests of the Chair, in advance, items to be included on the agenda; and is prepared to contribute to the meeting by discussing and voting on agenda items.
      3. Serves the campus community and support the mission of BSA.
      4. Recruits new members and encourages membership participation in BSA activities.
      5. Serves as an officer or as the chair or member of a committee, either according to personal interest or to meet a specific need.
    2. The duties of the Governing Council as a body include:
      1. Approves nominees to fill Council vacancies.
      2. Selects Council members to fill officer/CUCSA delegate vacancies.
      3. Reviews and approves Council meeting Minutes.
      4. Approves actions by CUCSA delegates, as necessary.
      5. Reviews and approves standing Committee goals and action plans as needed.
      6. Establishes and gives direction to ad hoc committees.
      7. Reviews the annual report from the Treasurer.
      8. Approves the annual budget.
      9. Approves requested unbudgeted expenditures.
      10. Reviews Operating Procedures and approves any changes required.
      11. Reviews plans for General Membership Meetings.
      12. Serves as a staff voice in campus and systemwide activities.
    3. Duties of the Chancellor’s Staff Advisory Committee (CSAC) member include:
      1. Attend semi-monthly Council meetings regularly but will not vote on GC matters.
      2. Bring issues from CSAC to the Governing Council
      3. Report on BSA issues/concerns/activities to CSAC.
  5. Description of Standing Committees:
    1. Career Development
      1. The Career Development Committee addresses the career development needs and interests of the campus community and oversees the Staff Mentorship Program.
    2. Excellence in Management
      1. The Excellence in Management Committee selects an annual theme (ratified by the Council); publicizes availability of the award; establishes application procedures and selection criteria; reviews applications and selects awardees; and coordinates the annual awards ceremony and resulting publicity.
    3. Membership
      1. The Membership Committee coordinates the recruitment and welcoming activities for new members and encourages continuing membership; updates BSA application forms; in coordination with the Chair and Treasurer, writes annual membership renewal letters; writes welcome letters to new members and returning members; submits required reports to Council; sponsors events to recruit and maintain current membership; maintains membership roster as applications are received.
    4. Program
      1. The Program Committee presents informational and content-driven programs on campus issues designed to appeal to a wide range of interests among BSA members and the campus community at large.
    5. Social Events
      1. The Social Events Committee schedules the annual Fall Luncheon, Holiday Luncheon, Spring Luncheon and other social events, both on and off campus, during work hours and after work.
    6. Web Communications and Publicity
      1. The Web Communications and Publicity Committee is responsible for accurate and timely postings to the BSA website and other relevant sites; assists with publicity for BSA and for BSA events; and must stay abreast of current campus website policies. This committee also maintains the BSA Facebook and LinkedIn pages.
    7. Young and New Professionals
      1. The Young and New Professionals at Cal (Y&N) welcomes those newer to campus by providing opportunities for professional and social networking with experienced fellow colleagues. Y&N collaborates with other BSA subcommittees to host a variety of events including socials, luncheons, and seminars. The goal is to expand and interconnect the professional talent pool of staff across occupations and divisions.
  6. Committee Chair Responsibilities
    1. Committee Chairs
      1. Committee chairs are appointed for a one-year term starting on July 1 and are responsible to the Council Chair who formally approves these appointments. It is expected that Chairs of standing committees, or a representative, report to the Governing Council when activities are underway.
    2. General Committee Chair responsibilities includes the following:
      1. Convenes committee meetings to outline, discuss and agree upon the committee members’ responsibilities, the mission of the committee, and procedures for the conduct of committee business.
      2. Facilitates necessary discussion by committee members.
      3. Delegates work assignments and monitoring progress.
      4. Motivates committee members.
      5. Coordinates with the Council Chair-Elect as needed to prepare reports of committee activity for presentation at Council meetings.
      6. Prepares an annual summary report to be submitted to the Council Chair by June 1.
      7. Meets with the incoming Committee Chair and Council Chair-Elect to ensure a smooth transition.

Approved: April 1998

Revised and Approved:  January 2010

Revised and Approved: November 2010

Revised and Approved: September 2013