PACE ByLaws

Article I - Composition of Organization

These bylaws apply to the Professional Association of Campus Employees (PACE), which provides membership to all full-time and part-time staff, (excludes student employees, faculty and executives) of Utah Valley University. PACE members will simply be referred to as members hereafter in this document.

Article II - Purpose

PACE advocates for UVU Exempt and Non-Exempt staff and their concerns through a unified voice to the administration in all areas that involve PACE members. Examples of such areas include compensation, benefits, leave, working conditions, hiring procedures, Summer University, staff grievances, performance evaluations, UVU policies and procedures, etc. PACE also sponsors programs and activities to promote employee recognition, professional development, and social interaction.

PACE Executive Officers and General Board members serve as the voice of those they represent and serve for the good of PACE members and the University. They are responsible for relaying information from the PACE General Board to those PACE members they represent and relaying feedback from members to the PACE General Board. PACE General Board members are responsible for attending meetings of the PACE General Board. PACE Executive Board members are responsible for attending meetings of the PACE Executive Board and General Board.

Article III - Membership

  1. Membership is open to full-time and part-time staff (excludes student employees, faculty and executives) of Utah Valley University.
  2. Any PACE member may attend General Board meetings and speak to an issue under the administration of the chairperson. However, only Executive Officers and General Board members have voting rights on matters being addressed by the General Board.

Article IV - Election and Term of Office

  1. Executive Board Election and Term of Office
    1. Executive Board officers shall consist of a President, Vice President, Past President or President-Elect (alternate years), Secretary/Treasurer, and an Administrative Liaison (non-voting).
      1. The terms of office for the President, Vice President and Secretary/Treasurer will be two years, July 1 through June 30.
      2. The terms of office for the Past President and President-Elect will be one year in each position (this is in addition to the two years as President).
      3. The President-Elect and Vice President will be elected on even years. The Secretary/Treasurer will be elected on odd years.
      4. Upon the resignation or vacancy of the President during an uncompleted term, the President-Elect will assume responsibilities as President. If there is not a President-Elect, the responsibilities would be filled by the Vice President until the next election.
    2. Election of Executive Officers shall be held in May of each year.
      1. To run for an officer's position, a person needs to be a full-time employee, and needs at least three nominations (by different staff members) for that position. A person can nominate themselves. Nominations must include the name of the person making the nomination, as well as the nominee's name and university contact information. To be eligible, nominees must accept the nomination.
      2. All officers will be determined by a simple majority of votes cast by PACE members.
      3. In the event of a tie for an Executive Board Officer, a special election will be held.
    3. The President-Elect takes office as the President July 1, following completion of the President's term of office.
    4. The Vice President and Secretary/Treasurer shall take office on July 1. If an office of Vice President or Secretary/Treasurer is vacated during the term of elected office, the President shall, with the approval of the PACE General Board, act to fill the position in the following manner. The President will offer the position to the person who received the second highest number of votes in the last election for the office. If that person does not accept the position, then the President will proceed down in rank order of total votes received. If no replacement is found, then the President shall, with the approval of the PACE General Board, appoint a Vice President or Secretary/Treasurer to fill the vacant office for the remainder of the uncompleted term. The newly appointed officer completes the term of the former officer. An appointed Vice President or Secretary/Treasurer shall be eligible to run for office the following year.
    5. The administrative liaison is appointed by the University President, and serves as a non-voting member of the PACE Executive Board.
    6. No elected officer can serve in the same office for more than two consecutive elected terms.
  2. General Board Election and Term of Office
    1. The General Board shall consist of the Executive Board, Senators representing the administrative structure of the university and Chairs of the officially designated PACE committees.
      1. Senators:
        1. The number of senators shall not exceed 16
        2. Each division at UVU shall be awarded a number of senators based on the number of full-time PACE employees in that division. Each division is guaranteed a minimum of 1 senator. The PACE Senator's title will reflect the same title of the Vice President(s).
      2. Committee Chairs: Committee Chairs will be elected for the committees as stated in Article VII from the general PACE membership. Committee Chairs will serve a two year term, which may be extended or shortened by one year by the PACE General Board as circumstances require. Approximately one half of the Committee Chairs will be elected each year on a rotating basis.
    2. Election of PACE Senators
      1. Webster's Method of Appointment shall be applied as follows:
        1. Obtain from Human Resource Services the total number of full-time PACE employees, as of April 1.
        2. Divide the total number of full-time PACE Employees by 16 (number of Senate seats), determining the Employee-to- Senator ratio.
        3. Divide the number of employees from each division by the employee-to-senator ratio and round to the nearest whole number.
        4. If two divisions are both entitled to exactly 0.5 additional senators, such that rounding would result in an additional senator, the Executive Board of PACE will assign the one available senate seat to one of the two eligible divisions, by determining the complexity of the division. The division that has a more complex group of employees will receive the senate seat.
        5. The senate shall be reapportioned every "even" year based on the number of employees in each division on April 1.
        6. In the unusual event that a division's representation falls to zero, that division will be awarded one Senator, and then the remaining senators will be apportioned to the other divisions proportionately.
        7. If employees move from one division to another, they shall not retain their PACE seat, though they shall be eligible to be elected from the new division.
        8. Senators shall be elected for a two-year term.
        9. If divisions are realigned by the University, senators will complete the elected term.
          1. For realignments occurring during the first year of the term, the senator will represent the division elected from for the first year and represent the new division for the second year.
          2. For realignments occurring during the second year of the term, the senator will continue to represent the division from which they were elected.
        10. In rare circumstances where a new division is created, the President shall, with the approval of the PACE General Board, act to provide representation until the senate is reapportioned according to the PACE Bylaws.
    3. The Election of PACE Executive and General Board members shall be held in May, and those elected shall take office July 1.
      1. To run for a PACE Executive or General Board position, a person needs at least three nominations (for that position) by different staff members. A person can nominate themselves. Nominations must include the name of the person making the nomination as well as the nominee's name and university contact information. To be eligible, nominees must accept the nomination. Additionally, senators must be employed by the division they have been nominated to represent.
      2. The term of office for elected senators and committee chairs shall be two years, beginning on July 1 and ending on June 30. Senators from the same area will be elected on alternate years.
      3. In the event of a tie for senators, both will serve as senator and cosenator, and will together count as one senator (with one vote). In the event of a tie for committee chair, both will serve as chairperson and co-chairperson, and will together count as one chairperson (with one vote).
      4. Senators will be determined by a simple majority of votes cast by PACE members in their division, and chairs will be determined by a simple majority of votes cast by all PACE members.
    4. Any vacancies on the Executive or General Board shall be filled as follows: If a senator or chair position is vacated during the term of elected office, the President shall, with the approval of the PACE General Board, act to fill the position in the following manner. The President will offer the position to the person who received the second highest number of votes in the last election for the office that is vacant. If that person does not accept the position, then the President will proceed down in rank order of total votes received. If no replacement is found, then the President shall, with the approval of the PACE General Board, appoint a new senator or chair member to fill the vacant office for the remainder of the uncompleted term. The senator replacement must be selected from the represented group. The newly appointed General Board member completes the term of the former General Board member. An appointed General Board member shall be eligible to run for office when the term of the former General Board member expires.
    5. No elected senator or chair can serve on the General Board for more than two consecutive terms.

Article V - Duties of Executive Officers and General Board Members

  1. The President shall:
    1. Serve as the chief Executive Officer of PACE and chair the Executive and General Boards.
    2. Call and conduct all meetings of PACE General Board, Executive Board and general membership.
    3. Represent the Association on various University committees and in meetings with University executives and administrators.
    4. Have general charge and supervision of the affairs and business of the Association.
    5. Appoint all ad hoc and special committees.
    6. Delegate responsibilities related to the Association as the need arises.
    7. Appoint all committee members of association committees, based on recommendations from committee chair.
    8. Present PACE salary and benefits proposals to University executives and administrators accompanied by the PACE officers and others as needed.
    9. Serve as a standing member of the Benefits Committee.
    10. Represent PACE at new employee orientation.
  2. The President-Elect shall:
    1. Attend Executive Board meetings, General Board meetings, and general meetings of the Association on a regular basis.
    2. Serve as a member of the Executive Board.
    3. Act for the Association President as designated.
    4. Succeed as President of the Association.
    5. Serve as a standing member of the Benefits Committee.
    6. Serve on other University committees as assigned by the Association President.
  3. The Vice President shall:
    1. Attend Executive Board meetings, General Board meetings, and general meetings of the Association on a regular basis.
    2. Serve as a member of the Executive Board.
    3. Act on behalf of the Association President during his/her absence.
    4. Represent the association as the Faculty Senate liaison.
    5. Serve as an advocate for part-time employees.
  4. The Secretary/Treasurer shall:
    1. Arrange and attend Executive Board meetings, General Board meetings, and general meetings of the Association on a regular basis.
    2. Prepare and process paperwork for the Association expenditures and funds.
    3. Keep accurate records of Association receipts, earnings, and expenditures, and report such at monthly meetings of the General Board, and at a general meeting of the employees held at least once per year.
    4. Record minutes of the proceedings of all Association meetings, and provide copies to members of the Executive and General Boards.
  5. The Past President shall:
    1. Serve as a consultant and advisor as needed.

Article VI - Senators

  1. The duties and responsibilities of a senator are as follows:
    1. PACE Senators serve as the voice of those they represent and for the good of the University. They are responsible for relaying information to and from those they represent.
    2. PACE Senators are responsible for attending meetings of the PACE General Board and those of appropriate PACE Standing Committees.
    3. PACE Senators are expected to attend all General Board meetings or arrange for alternative representation when they miss PACE Senate activities.
    4. PACE Senators are expected to be involved in the policies, mission, and organization of the University.
    5. PACE Senators are expected to meet with their respective V.P. as needed.
    6. PACE Senators are expected to contact the division that they represent at least quarterly.

Article VII - Committees

  1. Standing and ad hoc committees may be appointed by the Association President as the need arises. Each ad hoc committee shall be chaired by a General Board or PACE association member as assigned by the Association President. Standing and ad hoc committees shall report to and act under the direction of the General Board.
  2. Changes to Association committees, including creating new committees, changing committee names or responsibilities, or disbanding committees will be approved using the following process:
    1. Executive Board will approve or recommend changes.
    2. General Board will approve recommended changes.
    3. General PACE membership will approve the changes as part of the annual PACE Bylaw approval process.
  3. Standing committees are as follows:
    1. Nominations and Election Committee. Actively seek nominations for Executive and General Board positions. Handle nomination process for Executive Board Officer and General Board member positions: prepare, distribute, collect, and tally all election ballots. Report election results to Association President and nominees. Publish results to the campus community. Review voting statistics and prepare an annual report for the General Board, providing election information and recommendations to increase member participation in the nomination and voting process. Every even year, reapportion senators as described in IV B 2 a.
    2. PACE Policy Review Committee. Responsible to obtain UVU recommended policy changes. Review policies and present recommendations to General Board prior to University deadlines. Prepare an annual report of policies reviewed and the recommendations from the PACE General Board.
    3. Benefits Committee. Research and be aware of employee salary, benefits, and equity concerns. Prepare salary and benefit negotiation proposals for PACE members for presentation to the Executive and General Boards. The President and President-Elect/Past President are standing members of this committee.
    4. Employee Recognition Committee. Plan and conduct programs to recognize employees. Conduct nomination process and head committee to choose PACE Distinguished Employee of the Year. Also head planning for the recognition event.
    5. Bylaws/Procedures Committee. Review annually the Association's bylaws and PACE committee procedures. Make recommendations for changes to the General Board. Monitor PACE General Board actions and committee procedures for compliance with bylaws and committee procedures manuals. Report any deviations to Association President. Prepare an annual report to be given in the May meeting of the General Board.
    6. PACE Involvement Committee. Plan and conduct PACE socials. In conjunction with the Communication Committee, promote PACE socials. Conduct other activities to help engage employees in the mission of UVU.
    7. Communication Committee. Responsible to keep PACE members informed regarding pertinent PACE-related information. Solicit ideas for improving communication among PACE members.
    8. Legislative Affairs. Responsible for educating the general membership in the Utah legislative process. Develop marketing material and forums to increase participation from PACE members in the legislative process. Develop and maintain a professional working relationship with the UVU legislative affairs division and the legislative affairs representatives from the Utah Higher Education Staff Association (UHESA). Notify the General Board of proposed legislation that will impact staff association members. Prepare an annual list of PACE members and faculty who were elected in their neighborhood caucus as a county or state delegate and report this information to the PACE General Board in the May meeting.
    9. Service/Scholarship Committee. Plan and promote PACE service activities. Recommend to the PACE General Board recipients of any PACE scholarships, and handle the administration of awarded scholarships. Review and approve situations where staff can use their volunteer hours (up to 8 hours per year).
    10. Staff Education/Development Committee: Administer and approve requests for reimbursement from the Staff Development and Education Fund.
    11. Wolverine Pride Committee: Chair the university Wolverine Pride Executive Committee. Provide leadership and support to the university Wolverine Pride Committee. Promote school pride among employees, especially staff through activities, communication, and spirit building. Coordinate with students, faculty, departments, and administration to promote and enhance employee attendance at athletics, the arts, and other university-sponsored events.
  4. All PACE members are eligible for appointment to committees. Committee Chairs will recommend members, and committee members will be appointed by the PACE President.

Article VIII - Impeachment/Recall of an Executive or General Board Member

  1. Upon petition by 15 members alleging malfeasance or neglect of official duties, the PACE General Board must take action to consider impeachment.
  2. The General Board possesses s/ole power of impeachment.
  3. Any PACE Executive Officer or General Board member may be impeached by a two-thirds majority of PACE General Board members convened, provided a quorum is present; quorum shall be defined as more than 50 percent of the voting members of that particular group.
  4. The PACE General Board also possesses sole power to try impeachments.
  5. The PACE President shall preside and assure the right of the accused to call witnesses on his/her behalf. In the event that the PACE President is accused, the Vice President shall preside.
  6. No PACE Executive or General Board member shall stand convicted if two-thirds of the General Board Members gathered fail to support conviction and then only if a quorum is present.
  7. If two-thirds vote for conviction, the Executive and General Board member in question shall stand convicted and shall be removed from office. The office then shall be declared vacant and replacement shall be according to procedures established in Article IV.

Article IX - Meetings

  1. A general meeting of all PACE employees shall be called by the President and shall be held at least annually. Information of general interest to all employees may be discussed at general meetings, as well as items needing approval or ratification by a simple majority vote of the Association members in attendance.
  2. Meetings of the General Board shall be called by the President and shall be held monthly. Transaction of Association business by the General Board shall require the presence of a quorum and a simple majority vote by the quorum.
  3. Committee meetings shall be called by the committee chairperson.
  4. Parliamentary procedure shall be used to conduct meetings. Where there is a question about the procedure, Robert's Rules of Order shall be the Authority.

Article X - Amendment of Bylaws

The procedure for amending or revising the bylaws is as follows:

  1. A written proposal for a change in the bylaws may be submitted by any PACE member to the Bylaws/Procedures Committee.
  2. The Bylaws/Procedures Committee will make recommendations for changes to the General Board. Approval by a simple majority vote of a quorum of the PACE General Board is required for adopting the recommendations.
  3. Action by the PACE General Board to amend or revise the bylaws must be ratified by a simple majority vote of the PACE members in attendance at a general meeting.
  4. Non-substantive changes (changes that do not affect how PACE is run but improve the document) will be submitted by the Bylaws/Procedures Committee to the General Board. Approval by a simple majority vote of a quorum of the PACE General Board is required to adopt a non-substantive change.