Proposal to Change Chapter Bylaws

The Chapter Executive Committee is proposing the adoption at the spring Chapter meeting of a revision in the Chapter Bylaws following the procedures for amendments in Article X of those Bylaws. This is the notice of the proposed amendments that “shall be given to the members at least 15 days in advance of this Chapter meeting.” Adoption requires a majority vote of the members attending. The revision is significant enough to preclude a line-by-line comparison of the proposed amendments with the corresponding sections of the current Bylaws. Instead, we are presenting for comparison a summary of the proposed changes. The current Bylaws, available here, were last revised at the spring meeting in 2011. The proposed Bylaws are below. The proposed revisions were prepared by a special Chapter Bylaws Review Committee and reflect guidance from Roberts’ Rules of Order Newly Revised, the Bylaws of the State SUAA organization, and the Bylaws of SUAA Chapters at other four-year Universities.

Summary of the proposed changes

NOTE: Sections in the current Bylaws will be cited with Roman numerals (e.g., Section IV.2) while sections in the proposed revision will be cited with Arabic numerals (e.g., Section 4.2).

ARTICLES I. NAME and II. PURPOSE: No changes

ARTICLE III. MEMBERSHIP: The requirement of dues payment for membership has been added (Section 3.2).

ARTICLE IV. EXECUTIVE COMMITTEE: Similar to current Article IV except for the following:

  • Section 4.2: The section covering the election procedures is moved here from the current Section V.1. The procedure for requesting additional nominations from the floor is added to Section 4.2 to be in line with the procedures in Roberts’ Rules of Order Newly Revised.
  • Section 4.6: The second sentence in the current Section IV.6 is moved to be the final sentence of Section 7.1.
  • NOTE: The material from the current Section IV.4 concerning the election of officers is moved to the new Section 5.2.

ARTICLE V. OFFICERS: This is the principal new section. It defines the officers (Section 5.1), their responsibilities (Section 5.4), and the procedures for filling vacancies (Section 5.3). The election procedures in the proposed Section 5.2 are from the current Section V.2. The position of the Treasurer is defined more clearly in Section 5.4.d than it is in the current Article VII. The Treasurer is appointed for renewable two-year terms, shall be audited every two years, but will not be required to be bonded.

ARTICLE VI. COMMITTEES: New section following guidelines from the Bylaws of other Chapters.

ARTICLE VII. MEETINGS: New section to expand on the procedures for Chapter meetings arranged by the Executive Committee (see Section 4.6 and former Section IV.6). Section 7.5 added to specify the quorum rule for Chapter meetings.

ARTICLE VIII. FINANCE AND ANNUAL DUES: Covers material in current Article VII defining the fiscal year (new Section 8.1) and current Article VI on annual dues (new Section 8.2).

ARTICLE IX. ELECTRONIC MEETINGS AND COMMUNICATIONS: New section to make sure that current procedures are covered.

ARTICLE X. PARLIAMENTARY AUTHORITY: Same as current Article IX.

ARTICLE XI. AMENDMENTS (former Article X): Changes the vote required for passage from “majority” to “two-thirds” in line with procedures in Roberts’ Rules of Order Newly Revised. Adds sentence to indicate when amendments become effective.

ARTICLE XII. DISSOLUTION: Same as current Article VIII.


Proposed Bylaws


ARTICLE I. NAME.
This organization shall be known as the State Universities Annuitants Association University of Illinois at Urbana-Champaign Chapter (SUAA-UIUC) hereafter known as the Chapter.

ARTICLE II. PURPOSE.
2.1 The primary purpose of this organization shall be to protect, promote, and enhance the individual and collective interests and welfare of its members.
2.2. The Chapter shall represent the interests of its members to the university, to the state organization (SUAA), SURS, and other organizations.
2.3. The Chapter may when appropriate direct its interest and support toward other matters concerning the general welfare of its members and public institutions of higher education in Illinois.

ARTICLE III. MEMBERSHIP.
3.1. Membership in the Chapter shall be open to all members of the State Universities Retirement System (SURS) including current employees, annuitants, their spouses/partners, and survivors.
3.2. Membership in the Chapter requires payment of Chapter and State dues.

ARTICLE IV. EXECUTIVE COMMITTEE.
4.1. The affairs of the Chapter shall be administered by an Executive Committee of twelve Chapter members. Four members shall be elected for three-year terms at each Annual Meeting to fill positions being vacated. Members of the Committee shall be eligible for re-election to a second consecutive term. Members may serve at most two consecutive full terms but may be elected to additional terms after at least one year off the Committee. The outgoing President shall continue for one year as a voting member of the Committee.
4.2. Each year prior to the Annual Meeting the President, with the approval of the Executive Committee, shall appoint a Nominating Committee, which then shall select candidates for the Executive Committee positions being vacated. The slate of candidates shall be drawn with full consideration of the need for active participation on the Executive Committee and for comprehensive consideration of members’ interests. After approval of the Executive Committee, the names of these nominees shall be published no later than 15 days prior to the Annual Meeting. Additional nominations shall be requested from the floor. Such nominations require the consent of the nominees. All nominees must be Chapter Members. Elections shall be held at the Annual Meeting. Newly elected Executive Committee members shall assume their duties on July 1 following their election.
4.3. Vacancies on the Executive Committee shall be filled by the President for unexpired terms with the approval of the Executive Committee.
4.4. A majority of the membership of the Executive Committee shall constitute a quorum.
4.5. The President with the approval of the Executive Committee shall appoint such committees as will further the work of the Chapter. The President with the advice and consent of the Executive Committee shall appoint a Treasurer, Delegates to the state meetings, and individuals to fulfill other responsibilities as needed.
4.6. The Executive Committee shall arrange the Chapter’s Annual Meeting in the spring and additional Chapter meetings as shall be desirable.

ARTICLE V. OFFICERS.
5.1. The officers of the Chapter shall be a President, a Vice President, a Secretary, and a Treasurer. These officers shall perform the duties prescribed by the Bylaws and by the parliamentary authority adopted by the Chapter.
5.2. The President, Vice President, and Secretary will be elected by the Executive Committee from its membership for one-year terms beginning July 1 following the Executive Committee election at the Chapter’s Annual Meeting. The President will appoint a Nominating Committee to present candidates for these three positions at the May or June meetings of the Executive Committee. The Executive Committee members may make additional nominations for these offices. A majority vote of the Executive Committee shall constitute election. The Treasurer will be appointed for a renewable two-year term in odd-numbered years by the President of the Chapter with the approval of the Executive Committee. Newly elected or appointed officers shall assume their duties on July 1 following their election.
5.3. Should the office of the President become vacant during the term, the Vice President shall assume the presidency for the rest of the term. Should the office of Vice President, Secretary, or Treasurer become vacant before the term is completed, the President, with the approval of the Executive Committee, shall fill the position.
5.4. The responsibility of the officers shall include but not be limited to the following.

5.4.a. President. The President is an elected officer who shall perform all the normal and usual duties of this office, including but not limited to presiding over the meetings of the Executive Committee and making periodic reports to the Chapter membership. The President or a designated representative shall serve as the official representative and spokesperson for the Chapter in all relations with the State Association, other organizations, and agencies. The President may be re-elected for up to three years.
5.4.b. Vice President. The Vice President is an elected officer who shall perform the duties of the President in the absence of the President and other duties assigned to the office.
5.4.c. Secretary. The Secretary is an elected officer who is responsible for preparing the minutes of the meetings of the Executive Committee and the Chapter and other appropriate duties assigned by the President or the Executive Committee.
5.4.d. Treasurer. The Treasurer is an appointed officer who is responsible for the receipt, deposit, and disbursement of all funds of the Chapter. The financial records of the Treasurer shall be audited in even-numbered years by a special audit committee appointed by the Executive Committee. When a new Treasurer is appointed, the financial records shall be audited by a special audit committee appointed by the Executive Committee. The Treasurer shall be responsible for reports required by law and the SUAA State Office.

ARTICLE VI. COMMITTEES.
6.1. The Executive Committee shall designate Standing Committees needed for the activities of the Chapter.
6.2. The President shall make appointments to the Standing Committees and may make appointments to special and ad hoc committees. The President shall seek the approval of the Executive Committee on all such appointments.
6.3. The President shall be an ex officio member of all committees except the two Nominating Committees.

ARTICLE VII. MEETINGS.
7.1. An Annual Meeting of the Chapter shall be held in the Spring of each year at such time and place as the Executive Committee shall determine. Other Chapter Meetings may be called by the Executive Committee or by petition signed by not fewer than 20 Chapter members. At each Chapter meeting the Executive Committee shall report its activities and the activities of any other committees of the Chapter since the time of the last Chapter meeting.
7.2 All meetings shall be open to all members and potential members of the Chapter. Those attending shall have the opportunity to participate in the discussion of the material being presented. The Executive Committee shall (give full consideration to the ideas and suggestions presented. Only Chapter members may participate in agenda items requiring a vote. Absentee ballots are not permitted.
7.3. The President shall prepare an agenda for each meeting which shall be distributed to the Chapter Executive Committee at least two weeks prior to the meeting. Additions to the agenda may be presented from the floor of the meeting.
7.4. The agenda for the Annual Meeting shall include, but not be limited to, the election of members of the Executive Committee and annual reports by the President and other leaders of the Chapter.
7.5 A quorum for any meeting shall consist of those Chapter members present and voting.

ARTICLE VIII. FINANCE AND ANNUAL DUES.
8.1. The fiscal year shall be from January 1 through December 31.
8.2. Annual dues will include the State Association dues and the Chapter dues determined by the Executive Committee. Members may pay their dues by automatic deduction from payroll or annuity checks or by direct payment as billed annually by SUAA.

ARTICLE IX. ELECTRONIC MEETINGS AND COMMUNICATIONS.
9.1. The Executive Committee and all other Committees shall be authorized to meet by telephone conference or through other electronic communications media so long as all the members can simultaneously hear each other and participate during the meeting.
9.2. All communication required in these bylaws, including meeting notices, may be sent electronically.

ARTICLE X. PARLIAMENTARY AUTHORITY.
The parliamentary authority shall be the current edition of Roberts’ Rules of Order Newly Revised.

ARTICLE XI. AMENDMENTS.
Amendments to these Bylaws may be proposed by the Executive Committee, or by a petition to the President or Secretary signed by not fewer than fifteen Chapter members. Proposed amendments shall be presented for adoption at the next Chapter Meeting. Notice of the proposed amendments shall be given to members at least 15 days in advance of this Chapter Meeting. Amendments to the Bylaws shall be adopted by a two-thirds vote of the Chapter members attending. Amendments adopted shall become effective immediately upon final adjournment of the Chapter Meeting unless a proviso is adopted that states otherwise.

ARTICLE XII. DISSOLUTION.
In the event of dissolution of the Chapter and after indebtedness and outstanding accounts have been resolved, the remaining funds shall be transferred to the State Universities Annuitants Association (Illinois).

Original Constitution adopted April 1, 1970
Amendments first made and printed September 30, 1978
Amendments adopted fall meeting, 1985
Amendments adopted spring meeting, 1988
Amended membership criteria to conform to SUAA Constitution, 2003
Amendments adopted May 1, 2011
Revision approved spring meeting, 2020