Associated COLT Staff of the Universities of Maine
CONSTITUTION
ARTICLE I. NAME, PURPOSE, AND GOVERNANCE
Section 1. Name
The name of the organization shall be the Associated COLT (Clerical, Office, Laboratory, Technical) Staff of the Universities of Maine (ACSUM), an affiliate of the Maine Education Association and the National Education Association.
Section 2. Purpose
The primary purpose of the Association shall be to represent the COLT employees as the bargaining agent for the employees, in their employment relationships with their employer. The Association shall also have as its purpose:
A. To promote among the COLT staff of the University of Maine System the highest professional practices.
B. To cooperate with community organizations and civic bodies for the improvement of higher education.
C. To promote the professional welfare of the members of the University of Maine System COLT staff by improving salaries, job security, retirement systems and other conditions of employment, including those not for professional improvement, so as to attract and retain highly qualified COLT staff.
D. To act as the collective bargaining agent for the COLT staff of the University of Maine System.
Section 3. Governance
The Association shall be governed by this Constitution and by such other actions as may be taken by its membership consistent therewith.
ARTICLE II. MEMBERSHIP
Section 1. Active Membership
Active membership shall be available to those COLT employees of the University of Maine System who are eligible for membership in the COLT bargaining unit and who pay appropriate dues, including retired members. Eligible retired members must be members of the Maine Retired Teachers Association, and pay one-half of the active part-time ACSUM membership dues. Such persons shall be entitled to vote, hold office, and serve on ACSUM committees.
Section 2. Rights of Membership
The Association shall not deny membership to individuals on the basis of race, creed, sex, handicap, or national origin.
Section 3. Membership Year
The membership year shall be September 1 to August 31.
Section 4. Obligations of Membership
A. All members shall support the stated purposes and objectives of the Association and the Maine Education Association.
B. Active members shall hold appropriate memberships in the Maine Education Association and the National Educational Association.
C. To attend general meetings and support activities of the Association.
Section 5. Continuation of Membership
Membership shall be continuous until the member leaves the bargaining unit, resigns from the Association, or fails to pay membership dues.
Section 6. Due Process and Appeal
The Executive Board shall have the authority to censure, suspend, or expel members for violations of Article II. Section 4. Charged members shall have the right to a due process hearing by the Executive Board and the right to appeal to the general membership, which shall also afford a due process hearing.
For cause shown, a two-thirds vote of the Executive Board of ACSUM may censure, suspend or expel any member. Such action may take place only after due notice (at least thirty (30) days), adequate opportunity to reply in writing (two (2) weeks), and a hearing.
In the event an adverse action is taken, said member shall have the right to appeal the decision to a seven (7) member appellate jury which shall be comprised of Delegate Assembly members according to the following selection procedure: the secretary shall make available a current listing of Delegate Assembly members from which the aggrieved party and the ACSUM President shall select the seven jurors under a striking procedure. The decision of the jury shall be binding on all parties.
ARTICLE III. LEGISLATIVE AUTHORITY
Section 1. Representative Assembly
The authority to establish Association policies and objectives, to elect officers, to adopt an annual budget and establish dues, and to exercise final authority on all matters of the Association shall be vested in a representative assembly. This assembly shall be called the Delegate Assembly.
Section 2. Composition
The Delegate Assembly shall be comprised of delegates elected under open nomination and secret ballot procedures on a ratio of 1:10 members or major fraction thereof, such election to be conducted within each Chapter. The Assembly shall be apportioned on the basis of one-person one-vote.
A. Chapters (UMA, UMF, UMFK, UMM, UM, UMPI, USM, SWS, and UMCE) shall be entitled to elect one (1) delegate to the Delegate Assembly each, plus one (1) delegate for each ten (10) members of portion thereof.
B. Chapters shall conduct elections for Delegate Assembly delegates through open nominations and secret ballot. Election results shall be submitted to the Elections Committee Chairperson no later than March 1, or as soon thereafter as possible.
C. Delegates shall serve for a three (3) year term on a rotating basis beginning March 15 of the year in which they are elected.
D. Alternate delegates for each chapter shall be elected at the same time and in the same manner as delegates. An alternate shall have the same rights and responsibilities as the delegate for the meeting at which he/she serves as an alternate. When attending a Delegate Assembly meeting as a delegate, the alternate must provide written certification of eligibility from the chapter president to the ACSUM president. An alternate shall serve until the next regular session.
E. Each chapter shall encourage ethnic and female/male representation proportionate to its ethnic and female/male membership.
Section 3. Meetings
A. The Delegate Assembly shall meet the fourth Saturday in April.
B. A quorum requires two-thirds of the Delegate Assembly delegates.
C. The President shall be the presiding officer at all meetings and in his or her absence the President-Elect or Vice President shall preside. The President shall call the meeting, prepare the agenda, and shall circulate it to all members of the Delegate Assembly at least ten (10) days in advance of the Delegate Assembly meeting. Meetings of the Delegate Assembly shall be open to all members of ACSUM.
D. Special meetings of the Delegate Assembly may be held at the call of the President, upon written request from a majority of the members of the Executive Board, Delegate Assembly members from two (2) or more chapters. Business to come before special meetings must be stated in the call, which shall be sent in writing to each delegate at least ten (10) days in advance of the meeting.
E. Robert's Rules of Order (Newly Revised) shall be the authority on all questions of parliamentary procedure not specifically covered in the Constitution and Bylaws.
ARTICLE IV. OFFICERS AND EXECUTIVE COMMITTEE
Section 1. Officers
The officers of the Association shall consist of a President, a Vice President, a Secretary and a Treasurer. These officers shall form the Executive Council.
Section 2. Executive Board
The Executive Board shall be the executive authority of ACSUM. It shall carry out the policies and instructions of the Delegate Assembly. It shall be responsible for the management of ACSUM approved expenditures, and report its transactions and those of the officers of the Executive Board to the members.
A. The Executive Board shall consist of the president, vice president, secretary, treasurer, and the ACSUM member serving on the MEA Board of Directors; one (1) member from each chapter (UMA, UMF, UMFK, UMM, UM, UMPI, USM, SWS, UMCE) plus one (1) member for each one hundred (100) members or portion thereof.
B. Chapters shall conduct elections of their State Executive Board members and alternates through open nominations and secret ballot. Chapter election results shall be submitted to the ACSUM state secretary, no later than April 1, or as soon thereafter as possible. The term for the Executive Board members shall be for one (1) year to commence July 1 of the year in which they are elected.
Section 3. Meetings
The Executive Board may meet at least once each month from September through June, at the call of the president. Additional meetings may be called by the president or by request of five (5) members of the Executive Board.
A. A majority of the Executive Board constitutes a quorum.
B. Each active Executive Board member shall have one (1) vote. A member will be deemed inactive after one (1) unexcused absence. The Executive Board has the option to request a board member to resign after three (3) absences from scheduled meetings.
C. Robert's Rules of Order (Newly Revised) shall be the authority on all questions of parliamentary procedure not specifically covered in the Constitution and Bylaws.
Section 4. Terms of Office
A. The terms of office for President and Vice President shall be for two (2) years to commence on July 1 of the odd-numbered year. The term for secretary and treasurer shall be for two (2) years to commence on July 1 of the even-numbered year. No person shall be elected to the same office of either President or Vice President for more than two (2) consecutive terms. However, no person elected to the office of either Secretary or Treasurer shall be term-limited to two (2) consecutive terms. In the event an office is uncontested, that office shall be elected by acclamation.
B. If a vacancy occurs in the office of president, the vice president shall succeed to that office until the next Delegate Assembly. Vacancies in other offices shall be filled by the president, with the approval of the Executive Board until the next Delegate Assembly.
Section 5. Nomination and Election of Officers
The President shall annually appoint a Nominating Committee which shall be charged with the responsibility of securing candidates for pending vacancies in such a manner as will insure at least proportional representation of general membership. Any member shall have the right to make nominations or to be nominated either to the Nominating Committee or on the floor of the Delegate Assembly. The election of officers shall occur at the Annual Meeting. Election shall be by secret ballot and shall require a majority of all votes cast. Elected officers shall assume office on July 1 following the election unless the election is to fill a vacancy in which case the elected officer shall assume the office immediately.
Section 6. Ethnic-Minority Representation
The Association shall make every effort to encourage the nomination and election of ethnic-minority members to the Executive Board (and/or to the Delegate Assembly).
ARTICLE V. DUTIES OF OFFICERS
Section 1. President
A. Speak for ACSUM.
B. Preside at all meetings of the Delegate Assembly and Executive Board.
C. Advise and assist in preparing the annual program and budget for submission to the Executive Board.
D. Meet regularly with the vice president and the ACSUM member serving on the MEA Board of Directors.
E. Vote to break a tie on the Executive Board and at the Delegate Assembly.
F. Appoint members to committees and serve as ex officio on all committees of ACSUM without voting privileges.
G. Perform all duties relevant to the office of the president.
Section 2. Vice-President
A. Assist the president and assume all presidential duties in the absence of the president.
B. Advise and assist in preparing the annual program and budget for submission to the Executive Board.
C. Meet regularly with the president and the ACSUM member serving on the MEA Board of Directors.
D. Serve on all standing committees, except the Communications Committee, as an ex officio member with voting privileges.
E. Serve as parliamentarian at all Executive Board meetings and Delegate Assembly unless acting as president, at which time a parliamentarian shall be appointed.
F. Perform all duties relevant to the office of the vice president.
Section 3. Secretary
A. Keep a record of the minutes of all Delegate Assembly, Executive Board, and special meetings.
B. Attend all association meetings or provide a substitute in her or her absence.
C. Preside over meetings in the absence of the president and vice president and continue to serve until those present have named a chairperson pro tem.
D. Carry on the correspondence of the local associations.
E. Notify officers, committee members and general membership of meetings, agenda, and notify of meeting changes and/or cancellations;
F. File and distribute when necessary all correspondence received, treasurer's reports, membership roster, directory of officers, committee members with addresses and telephone numbers and copies of all committee reports.
G. Perform all duties relevant to the office of the secretary.
Section 4. Treasurer
A. Be responsible for all financial matters of ACSUM, subject to policy established by the Delegate Assembly and authorized by the Executive Board.
B. Prepare financial reports and circulate prior to the upcoming meeting.
C. Work closely with the Executive Council in the preparation of the budget for the coming year, summarizing current year's expenditures, receipts by category, suggesting and advising on financial needs.
D. Present at the end of the fiscal year, a written report on the finances of the treasury.
E. Perform all duties relevant to the office of treasurer.
ARTICLE VI. COMMITTEES
The President shall appoint, from the active membership of ACSUM, committee members and committee chairpersons as may be necessary to achieve the Association's program. In appointing committee members, every effort will be made to appoint persons who will be representative of the membership to be served by the committee actions and will include statewide representation.
Section 1. Standing Committees
A. Elections Committee
B. Membership Committee
C. Constitution and Bylaws Committee
D. Grievance Committee
E. Communications Committee
F. Program Committee
G. Negotiation Team
H. Bargaining Council
Section 2. Ad Hoc Committees
Ad hoc committees and chairpersons may be appointed by the president from the active membership with the approval of the Executive Board. The president and vice president shall serve on all ad hoc committees ex officio, without voting privileges.
ARTICLE VII. STATE AND NATIONAL DELEGATES
All Association delegations to State and National governance bodies shall be elected in conformance with the respective requirements of those bodies.
ARTICLE VIII. FINANCES
At the annual meeting of the Associated COLT Staff of the Universities of Maine, otherwise called Delegate Assembly, delegates will adopt a budget for the following membership year.
ARTICLE IX. AUTHORITY
Section 1. State and National Affiliation
The Association shall comply with all affiliation requirements of the Maine Education Association and the National Education Association. Any part of this constitution found to be in conflict with the constitution or bylaws of either the Maine Education Association or the National Education Association shall be declared null and void.
Section 2. Parliamentary Procedure
Robert's Rules of Order, Newly Revised, shall be the authority governing all matters of procedure not otherwise provided in this Constitution.
ARTICLE X. RATIFICATION OF NEGOTIATED CONTRACTS
Ratification of a negotiated contract shall be by majority vote of those members of ACSUM casting ballots.
ARTICLE XI. AMENDMENTS
Section 1.
Amendments to the Constitution and Bylaws shall be initiated in the following manner:
A. majority vote of a chapter Executive Committee; or,
B. majority vote of the Executive Board; or,
C. on the recommendation of the Constitution and Bylaws Committee; or,
D. by individual members.
Section 2.
Each amendment shall be ratified by a majority vote of the elected members of the Delegate Assembly.
Section 3.
The Executive Board is authorized to make non-substantive housekeeping changes in the Constitution and Bylaws.
May 14, 1988
Amended April 28, 1990
Amended April 11, 1992
Amended April 17, 1993
Amended April 16, 1994
Amended May 14, 1995
Amended April 13, 1996
Amended April 25, 1998
Amended April 15, 2000
Amended April 28, 2001
Amended April 16, 2005
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Associated COLT Staff of the Universities of Maine
BYLAWS
Article I. Executive Board
The name of the organization shall be the Associated COLT (Clerical, Office, Laboratory, Technical) Staff of the Universities of Maine (ACSUM), an affiliate of the Maine Education Association (MEA) and the National Education Association (NEA). The Executive Board shall be the executive authority of ACSUM. It shall carry out the policies and instructions of the Delegate Assembly. It shall be responsible for the management of ACSUM approved expenditures, and report its transactions and those of the officers of the Executive Board to the members.
A. The Executive Board shall consist of the president, vice president, secretary, treasurer, and the ACSUM member serving on the MEA Board of Directors; one (1) member from each chapter (UMA, UMF, UMFK, UMM, UM, UMPI, USM, SWS, UMCE) plus one (1) member for each one hundred (100) members or portion thereof.
B. Chapters shall conduct elections of their State Executive Board members and alternates through open nominations and secret ballot. Chapter election results shall be submitted to the ACSUM state secretary, no later than April 1, or as soon thereafter as possible. The term for the Executive Board members shall be for one (1) year to commence July 1 of the year in which they are elected.
C. Chapter Executive Board members shall:
1. communicate ACSUM's positions on all issues to their local chapter(s);
2. be responsible for communicating the concerns of their respective chapters to the Executive Board;
3. attend regular and/or special meetings of the Executive Board;
4. inform chapter alternate(s) and/or chapter president when unable to attend a meeting;
5. serve on ACSUM's standing committees and/or ad hoc committees as appointed by the president;
6. inform chapter membership of available training and/or workshops;
7. may attend the annual Delegate Assembly as an ex officio member without voting privileges (unless elected a delegate).
D. An ACSUM member serving on the MEA Board of Directors shall;
1. be elected according to the "Governance Document" of the MEA for a term of three (3) years;
2. communicate ACSUM's positions on relevant issues to the MEA Board of Directors;
3. meet regularly with the president and vice president;
4. serve on the Executive Board as an ex officio member, without voting privileges.
E. An officer may be removed for misfeasance, malfeasance or nonfeasance by a two-thirds vote of the members of the Executive Board.
Article II. Chapters
Each Chapter of ACSUM shall:
A. maintain its own Constitution and Bylaws which shall be in compliance with the Constitution and Bylaws of ACSUM/MEA/NEA.
B. submit its amended Constitution and Bylaws to the ACSUM’s Constitution and Bylaws Committee chairperson prior to March 1.
Article III. Committees
The President shall appoint, from the active membership of ACSUM, committee members and committee chairpersons as may be necessary to achieve the Association's program. In appointing committee members, every effort will be made to appoint persons who will be representative of the membership to be served by the committee actions and will include statewide representation.
A. Will establish its rules of procedure which shall be consistent with the Constitution and Bylaws.
B. Will have the right, by written request, to place matters on the agenda of meetings of the Executive Board.
C. Will submit an annual written report to show each of the committee's objectives, successes, and failures to the ACSUM Delegate Assembly. The ACSUM secretary shall distribute each committee report to the members of the Executive Board and members of the Delegate Assembly. Each report shall become a part of the committee's archived files.
D. The president and vice president shall serve on all standing committees ex officio, without voting privileges.
Section 1. Standing Committees
A. Elections Committee
1. Shall consist of three (3) ACSUM Executive Board members.
2. Be responsible for surveying each Chapter Executive Committee and/or members at large, and notifying each Chapter Election Committee chairperson of upcoming state elections. Deadline for nominations is no later than March 1 of each year, or as soon thereafter as possible.
3. Receive nominations for at least one (1) candidate for each of the four (4) officers no later than March 10, or as soon thereafter as possible.
4. Distribute the names for nomination to the Executive Board and Delegate Assembly delegates no later than March 15, or as soon thereafter as possible.
5. Submit the names for nomination to the Delegate Assembly and count the ballots cast at the Delegate Assembly.
6. Be responsible for the seating of delegates at the Delegate Assembly.
7. Be responsible for conducting any regular, special, or major office elections.
B. Membership Committee
1. Consists of an Executive Board member as the chairperson and each Chapter's Membership Committee chairperson.
The chairperson of this committee shall:
a. Maintain membership rolls.
b. Keep an accurate list of paid members.
c. Make sure membership status is correct and appropriate dues remitted.
d. Submit a bi-monthly report to the Executive Board and an annual report to the Delegate Assembly.
2. Furnish support information on all services and benefits available to members including but not limited to:
a. Special services/discounts
b. Benefits of membership and services provided
3. Organize and conduct unified membership drives.
4. Inform each Chapter of their entitled dues transfer no later than February 1, or as soon thereafter as possible. This list will also be provided to State Treasurer.
C. Constitution and Bylaws Committee
1. Consists of three (3) members of the Executive Board and/or delegates, one of whom may be the Parliamentarian.
2. Provide continuous review of the State Constitution and Bylaws.
3. Be responsible for accepting the State Constitution and Bylaws proposed amendments.
4. Circulate the State Constitution and Bylaws proposed amendments, in writing, to the Chapter president(s) and Executive Board members no later than one (1) month prior to the Delegate Assembly.
5. Present the State Constitution and Bylaws proposed amendments to the Delegate Assembly.
6. Be responsible for collecting and reviewing Chapters' ratified and amended Constitutions and Bylaws which shall not be in conflict with this document.
D. Grievance Committee
1. Consists of five (5) ACSUM members.
2. Hears all requests for ACSUM assistance which requires financial support.
3. Determines whether a grievance merits the expenditures of ACSUM funds, at which time the positive decision shall be brought to the Executive Board for approval requiring a majority vote.
4. A negative decision of the Grievance Committee may be appealed by the grievant to the full Executive Board. A majority vote of the Executive Board shall be required to overturn the negative decision.
5. No part of this section shall imply that ACSUM is not obligated to support COLT employee grievances up to the point where the expenditure of funds are required (customarily the last step of a grievance procedure, i.e., arbitration costs).
E. Communications Committee
1. Consists of the ACSUM vice president as Coordinator plus each Chapter communications contact person.
2. Responsible for overseeing a state-wide communications network.
3. Maintain a communications network that will facilitate the dissemination of information to ACSUM members.
4. Submit articles to be published in the ACSUM ACCENT through the Coordinator.
F. Program Committee
1. Consists of three (3) Executive Board members and/or delegates.
2. Reviews training programs and submits recommendations to the Executive Board for consideration.
G. Negotiation Team
1. Consists of the number of members allowed by our contract, appointed, with the formal advice and consent of the state Executive Board, by the president.
2. Serves up to three (3) months after ratification of a negotiated contract by which time a new Negotiating Team may be appointed.
3. Operates independently, receives proposed articles from the Bargaining Council, that is, be responsible for drafting and negotiating the contract, plus presenting the contract to the Bargaining Council and the membership for ratification.
4. Responsible for keeping the Bargaining Council and the Executive Board fully informed of the progress of negotiations and meet periodically to discuss status of negotiations.
5. Authorized to seek such assistance as it deems necessary and expend funds in negotiating a contract.
H. Bargaining Council
1. Consists of one (1) member from each Chapter's Bargaining Committee.
2. Responsible for surveying the UM COLT staff (priority survey), evaluating other contracts, sponsoring debates/discussions on controversial issues, etc.
3. Serve as a reactionary panel for the Negotiating Team and be responsible for explaining any contract negotiated to chapter bargaining council and chapter unit members prior to ratification, and be responsible for keeping the Executive Board fully informed of the progress of negotiation.
I. Ad Hoc Committees
1. Ad Hoc committee members and chairpersons may be appointed by the president from the active membership with the approval of the Executive Board.
2. Ad Hoc committees shall report to the Executive Board and Delegate Assembly.
3. Chairpersons of ad hoc committees, in a written request, shall have the right to place matters on the agenda of the meetings of the Executive Board.
4. The president and vice president shall serve on all ad hoc committees ex officio, without voting privileges.
Article IV. Administrative Stipends
The President, Vice President, Secretary, Treasurer, Chief Negotiator and Negotiation Team members will be paid the following stipends:
A. President: $500.00 annually
B. Vice President: $250.00 annually
C. Secretary: $250.00 annually
D. Treasurer: $250.00 annually
E. Chief Negotiator: $500.00 annually if negotiations extend into a second year
F. Negotiation Team: $250.00 will be divided evenly among the team annually if negotiations extend into a second year
Article V. Amendments
Section 1.
Amendments to the Constitution and Bylaws shall be initiated in the following manner:
A. majority vote of a chapter Executive Committee; or,
B. majority vote of the Executive Board; or,
C. on the recommendation of the Constitution and Bylaws Committee; or,
D. by individual members.
Section 2.
Each amendment shall be ratified by a majority vote of the elected members of the Delegate Assembly.
Section 3.
The Executive Board is authorized to make non-substantive housekeeping changes in the Constitution and Bylaws.
May 14, 1988
Amended April 28, 1990
Amended April 11, 1992
Amended April 17, 1993
Amended April 16, 1994
Amended May 14, 1995
Amended April 13, 1996
Amended April 25, 1998
Amended April 15, 2000
Amended April 28, 2001
Amended April 16, 2005
NEA Higher Education
