Manual of Organization and Procedure
Association of Emeritus Faculty of The University of Iowa and the Emeritus Faculty Council of the Association
Approved, Office of the Provost, December 6, 1999
Ratified, First Annual Meeting of the Association, June 19, 2000
Revised, Third Annual Meeting of the Association, June 17, 2002
Revised, eighteenth Annual Meeting of the Association, May 15, 2017
Article I. Name
§ 1. The Association of Emeritus Faculty of The University of Iowa, referred to below as "Association."
Article II. Goals
The goals of the Association are to provide advice and assistance to its current and prospective members on matters of mutual concern as well as to the University in carrying out its various missions. In seeking to achieve these goals, the Association and its governing Emeritus Faculty Council (referred to as “Council”) shall:
- Establish and maintain contact with current and prospective emeritus faculty;
- Consult on a regular basis with current Faculty Senate officers and appropriate University officials and offices;
- Consult with any individuals or groups and make recommendations to its members and/or to the University on any matters deemed appropriate; and
- Periodically survey retired faculty about their current activities, including those that can be considered as furthering the goals and reputation of the University, and report the results to the Provost's office.
§ 2. In addition, the Association, at its annual or special meetings, and the Council, between such meetings, may consult with any individuals or groups and make recommendations to its members and/or to the University on any matters they deem appropriate.
Article III. Membership
Membership in the Association includes all persons who have been granted emeritus faculty status by The University of Iowa.
Article IV. Meetings of Members
Section 1. Annual Meetings
- The association shall meet annually, generally during May.
- The presiding officer of the Association meetings is the President of the Council. In the absence of the President the Vice President will preside. If both are absent, the Secretary will preside. If none of the officers are present, the Association will designate the presiding officer from among the remaining members of the Council by majority vote. Meetings of the Association shall be open unless a majority of those present votes to meet in executive session. Some portion of each meeting must be open. A report of each executive session shall be made in the next open meeting.
- The Council will provide the tentative agenda for all meetings of the Association and subject to approval of those members of the Association attending the meeting. The agenda may be amended from the floor of the Association meeting.
Section 2. Special Meetings
- Other meetings shall be called by the President of the Council, who also serves as President of the Association, to consider one or more specific issues if requested to do so by:
- Twenty members of the Association.
- A majority of the Council.
- The purpose and date of a special meeting shall be transmitted to members 14 days prior to date of meeting.
Section 3. Quorum
- A quorum of the Association shall be 50 members
Section 4. Voting
- All issues to be voted on shall be decided by a simple majority of those present at the meeting in which the vote takes place.Article IV. Meetings of Members
Article V. Emeritus Faculty Council (Council)
Section 1. General Powers
The affairs of the Association shall be managed by the Council.
Section 2. Composition and Functioning of the Council
- To assure representation across the University, membership on the Council will include at least one representative from each college. In addition, so that the Council reflects, at least roughly, the difference in the number of emeriti from the different colleges, one additional representative per each 50 emeriti from a college will be added to the Council. The Provost or his/her designee shall serve ex-officio as liaison to the Council from the Office of the Provost.
- Elections of Council members shall take place prior to the Association’s annual meeting. Each year roughly one-third of the Council members will be elected to serve three-year terms starting on July 1 of the year of their election. Members of the Council are eligible for election for no more than two successive three-year terms. Following one or more years of absence from the Council, a former Council member becomes eligible once more to serve two consecutive terms.
- The Council will elect officers who will also serve as officers of the Association. The officers are President, Vice President, who shall become President the following year and Secretary. Election of officers will occur at the first Council meeting following the annual meeting of the Association, with each officer serving for one year or until a replacement is selected.
- If the Vice-President’s term on the Council would otherwise end at the time he or she is to take office, the term shall be extended automatically for one year. No one may hold two offices simultaneously or serve consecutive terms in the same office, except the secretary.
- If the Office of President becomes vacant, the Vice President shall become President for the remainder of that term and remain President for the following term. If the office of Vice President becomes vacant, it may remain vacant until the end of the term, in which case the Council will elect a President as well as a Vice President and Secretary at the time scheduled for the next election of officers. At the Council’s option, a Vice President may be designated before the regular election.
- The Council President may establish such general or special committees as the Association's business may require and such committees may include both Council members and members of the Association who are not on the Council.
- Meetings of the Council shall be open unless a majority of Council members present vote to meet in executive session. Some portion of each meeting must be open. A report of each executive session shall be made in the next open meeting. A majority of the Council will constitute a quorum.
- The President shall post agendas for the Association, Council and special meetings on the AEF webpage.
Article VI. Powers and Duties of the Council
The Powers and Duties of the Council are:
Represent the Association and act as its executive committee between meetings of the Association§s members. The Council will organize itself in any manner appropriate for the accomplishment of its duties.
Report on its activities to Association members at the annual meeting of the Association, and, to the extent feasible, by correspondence between annual meetings.
Consult with and counsel members and prospective members of the Association, the officers of the Faculty Senate, the Provost, and other appropriate University officials on matters of mutual concern.
Maintain the records of its own proceedings, Association proceedings, and all reports and communications received from Association and Council committees and maintain a liaison with the University of Iowa Retirees Association.
Maintain a liaison with relevant University of Iowa committees and councils and the University of Iowa Retirees Association (UIRA)
Involve members in activities of the Senior College as appropriate. The EFC will be kept informed of the activities of the Senior College by biannual lvisitis of the chair of the Senior College to the EFC. The EFC will also, when possible name an EFC member who is on the Senior College Committee as liaison to the EFC. (See Appendix A)
Article VII. Elections to the Council - The Process
A. Election to the Council will be supervised by a Committee on Elections appointed by the President with the approval of the Council.
B. Nomination and election to Council membership.
- The Committee on Elections will solicit nominations for election to the Council from members of the Association. On the nominating ballot, Association members may make one nomination for each vacant position on the Council, whether from their own college or another.
- The names of the two eligible members who receive the highest number of nominations for each vacancy will appear on the ballot if they consent to run. If one or both decline to run, the name(s) of the eligible member(s) with the next highest number of nominations who consent to run will appear on the ballot. Voting for the members representing each college will be restricted to eligible Association members from that college.
- The election ballot normally shall contain twice as many eligible nominees as there are vacancies. If only one of those nominated for a vacant position consents to serve, the Committee on Elections will try to identify another eligible member willing to serve, and if it succeeds, both names will appear on the ballot. If not, one name will appear.
- If no member from a college is willing to serve, that college will not have a representative on the Council until the next election unless the sitting Council member from that college is willing to continue serving for an additional year. The two consecutive three-year term limitation will not bar such service.
- The Committee on Elections will prepare and distribute ballots to members. After counting the ballots, the Committee will certify the results to the membership.
- If a vacancy for one year or more on the Council is in prospect at the time of the annual election, the vacancy will be filled by regular election procedures. If a vacancy for less than one year is in prospect, it will be filled by the Council from eligible members of the constituency affected.
- Service in a vacancy that extends for more than eighteen months is considered equivalent to a full term in determining eligibility for re-election.
Article VII. Amendments
Amendments to this Manual may be initiated by the Council or at the annual meeting of the Association on motion of any member. The Association will be asked to approve a proposed change by ballot distributed to all members by the best method available. A change requires a simple majority vote of those voting.
Article VIII. Parliamentary Authority
The rules contained in the current edition of "Robert's Rules of Order Newly Revised" shall govern the Council and the Association in all cases to which they are applicable and in which they are not inconsistent with the procedures in this Manual and any special rules of order the Council and Association may adopt.
VIX. ADOPTION OF BYLAWS
We, the undersigned Council members, adopt the foregoing Bylaws, consisting of 5 pages, as the Bylaws of the Association.
ADOPTED AND APPROVED by the Association and Council on this 15th Day of May, 2017.
Warren Boe, President Jamie Sharp, Secretary
Appendix A provides information to document the agreement between the EFC and the Senior College:
The EFC has had the practice of naming member(s) of the council as a liaison to the Senior College. However, the Senior College Committee feels that is counterproductive in that everyone on the committee is a working member with full responsibilities.
The Senior College Committee makes the appointments to their committee. When there is a vacancy, they will inform the Council. The Council will poll our members and suggest those who are interested in serving on the Senior College committee as working members. People who are invited to join the committee should expect a long-term relationship with the committee. The Senior College Committee will consider prospective candidates from EFC along with any others the Committee has identified, considering representation across disciplines and between faculty and staff.