CPAC By-Laws

Membership

By the 1st of March each academic year, nomination forms for CPAC will be mailed to each classified staff member of the university to be completed and returned to CPAC by the end of March. CPAC will compile a list of nominees by university division, which shall in turn be reviewed to ensure equal representation by as many university areas as possible. By mid-April, the CPAC chairperson(s) will forward a list of recommended candidates to the office of the President for consideration, with letters of appointment to be mailed by May 1st. CPAC will be sent a list of new appointees by the Secretary's office and will invite all new CPAC members to the last CPAC meeting of the academic year for introductions and an orientation to the committee. Nominees not selected to the committee will be notified and formally thanked for their interest in CPAC.

Nomination forms will be submitted on an annual basis, and nominees will be carried forward automatically from year to year.

CPAC members shall serve for a term of three years. If for any reason a member cannot complete his/her term of appointment, then that member shall be replaced by a nominee from the same university division from among that years' list of CPAC candidates. When a member of the Committee resigns and a replacement must be found at the end of the appointment year, the replacement will then serve a full three-year term. If the resigning member has served only a portion of a year, the replacement will serve the remaining portion of the year plus two full years. A representative from the personnel office shall serve as an ex-officio member of CPAC.

Operating Principles

The classified Personnel Advisory Committee (CPAC) was created to provide for direct channels of communication between classified employees and the university administration. The committee will:

1. serve as a discussion group regarding policies, procedures, benefits, and services affecting classified staff. CPAC as a whole is expected to represent the interests of classified staff as those interests are viewed in the context of the whole university.
2. provide an avenue of input from classified staff to the university administration involving matters of concern related to their employment at Miami University.
3. provide university officials with an effective method for soliciting and disseminating information about plans, policies, and concerns affecting classified staff.
4. follow through on the charge of the committee as a working group providing university officials with assistance in addressing maters of concern or of interest to classified employees.

Officers

CPAC officers shall consist of the Chair, Vice Chair, and Secretary. The Vice Chair shall be elected by the committee each year, and will be chosen from among the 2nd year members. The Vice Chair will then automatically become Chair in his/her 3rd year, with a vote of confidence from the committee. The outgoing Chair will serve as a non-voting ex-officio member for one year after his/her regular term. The Secretary shall be elected by the committee each year.

1. The Chair shall set the agenda for all regular CPAC meetings, keep meetings focused and "on task," monitor the progress of all committee work (including the assigning of subcommittees for special tasks), and represent CPAC whenever necessary or appropriate, and ensure that adequate communication is maintained between CPAC and any other group(s) involved with CPAC or its concerns.
2. The Vice Chair shall assist the Chair as necessary, and fill in for the Chair any time he/she is unable to a attend regular meeting. The Vice Chair shall be responsible for the committee newsletter and the nomination process for new members each year.
3. The Secretary shall keep all minutes of regular CPAC meetings, and shall be responsible for forwarding copies of the minutes as appropriate. The Secretary shall also be responsible for archiving all minutes of the committees.

Meetings and Procedures

1. CPAC will meet in regular session twice each month. A regular meeting date and time will be established each year. Special meetings deemed necessary may be called by the Chair. Guests may be invited to address topics as necessary.
2. Members who are unable to attend a regular meeting should notify the chair at least two days before the meeting, except in unusual circumstances.
3. The Secretary shall take roll at the beginning of each meeting and note absences.
4. Members should submit agenda items to the chair at least one week prior to a scheduled meeting. The Chair will prepare and mail each member an agenda prior to each regularly scheduled meeting.
5. A quorum for holding a meeting and conducting business shall be 50% plus one of the voting membership.
6. Matters requiring a vote will be carried out by majority. Voting by ballot will be as deemed necessary by the Chair.
7. Subcommittees and standing committees may be appointed as necessary to facilitate the business of CPAC. Subcommittee members shall report to CPAC prior to taking any action.
8. Minutes of each meeting will be sent to committee members, their supervisors, and the university president, and selected other individuals or groups as appropriate.
9. Action taken by CPAC will be in the form of recommendations to university administration.
10. Amendments to the by-laws or procedures of CPAC will be made only at a regular or special meeting of CPAC and must be passed by a three-fourths vote of the committee.
11. Members shall at all times respect the suggestions, ideas, comments, and concerns of others, and shall recognize and respect the confidential nature of some of the matters handled by the committee.

Revised April 1995