IFO
MANUAL
OF
OPERATING
PROCEDURES
The
recodification of the IFO Operating Procedures
was adopted by
the IFO Board on January 10, 1997.
Last revised
on October
29, 2009April 3, 2009.
Bold typeface
connotes text from the Constitution.
Chapters 17,
18, and 19 pertain to matters beyond the Constitution.
TABLE OF CONTENTS
Chapter Title Page
I. NAME
II. PURPOSE
A. Purpose........................................................................................................................... 5
III. STRUCTURE
A. Structure......................................................................................................................... 5
B. Delegate Assembly.......................................................................................................... 5
C. Board of Directors.......................................................................................................... 5
D. Local Faculty Associations............................................................................................. 5
E. IFO Operating Procedures (OP).................................................................................... 6
IV. MEMBERSHIP
A. Membership.................................................................................................................... 6
B. Membership in Affiliate Organizations.......................................................................... 7
C. Suspension of Membership............................................................................................. 7
D. Dues and Financial Obligations...................................................................................... 8
E. Membership Records...................................................................................................... 9
A. Officers and Staff............................................................................................................ 9
B. Elective Officers............................................................................................................. 9
C. The Executive Committee (EC)..................................................................................... 9
D. Appointed Personnel....................................................................................................... 9
VI. ELECTIONS
AND TERMS OF OFFICE
A. Elections and Terms of Office...................................................................................... 11
B. President....................................................................................................................... 11
C. Treasurer...................................................................................................................... 12
D. Vice-President and Secretary....................................................................................... 12
E. Election of Vice-President, Secretary, and Treasurer................................................. 13
A. Duties of IFO Officers.................................................................................................. 13
B. President....................................................................................................................... 13
D. Secretary....................................................................................................................... 14
E. Treasurer...................................................................................................................... 14
VIII. IFO
BOARD OF DIRECTORS
A. Board of Directors........................................................................................................ 15
C. Directors’ Terms of Office........................................................................................... 15
D. Meetings........................................................................................................................ 15
E. Powers and Duties of the Board................................................................................... 16
A. Committees of the Board............................................................................................. 18
B. Executive Committee (EC)........................................................................................... 18
C. Standing Committees.................................................................................................... 19
D. Other Committees........................................................................................................ 23
E. Ad Hoc Committees, MnSCU
Task Forces, etc........................................................... 24
A. Local Faculty Associations........................................................................................... 24
C. Officers......................................................................................................................... 25
D. Powers and Duties........................................................................................................ 25
G. Appointments to Task Forces...................................................................................... 28
XI. THE GENERAL DELEGATE ASSEMBLY
A. The General Delegate Assembly (GDA)...................................................................... 28
C. Meetings........................................................................................................................ 29
D. Officers......................................................................................................................... 29
E. Order of Business......................................................................................................... 30
F. Certification of Delegates and Alternates.................................................................... 30
G. Committees of the General Delegate Assembly.......................................................... 30
H. Powers of the General Delegate Assembly.................................................................. 31
I. Quorum......................................................................................................................... 32
XII. RULES
OF ORDER
XIII. NEGOTIATION
AND RATIFICATION OF CONTRACT
A. Negotiation
and Ratification of Contract.................................................................... 32
B. Composition of the Negotiating Team......................................................................... 33
C. Selection of Negotiating Team Members from the Local Faculty
Associations......... 33
D. Powers and Duties of the Negotiating Team................................................................ 33
E. IFO Board Review of Contract.................................................................................... 33
F. Ratification of Contract............................................................................................... 34
G. Letters of Understanding (LOU).................................................................................. 35
H. Memoranda of Agreement (MOA).............................................................................. 35
I. Authorization of Strike................................................................................................. 37
A. Recall of the President.................................................................................................. 37
XV. REFERENDUM
A. Referendum.................................................................................................................. 38
XVI. AMENDMENTS
A. Amendments................................................................................................................. 38
XVII. GOVERNANCE
A. Governance................................................................................................................... 39
B. Relationship with MnSCU............................................................................................ 39
C. Statewide Meet and Confer (M&C)............................................................................. 40
D. Joint MnSCU/Faculty Task Forces and Committees.................................................. 40
XVIII. FISCAL
POLICIES
A. Fiscal Policies................................................................................................................ 41
B. Financial Assets............................................................................................................ 41
C. Annual Budget.............................................................................................................. 42
D. Financial Procedures.................................................................................................... 47
E. Staff Expenses............................................................................................................... 48
F. Economic Services........................................................................................................ 48
G. Legal Assistance Plan................................................................................................... 48
XIX. IFO
OFFICE POLICIES
A. Records Retention Policies........................................................................................... 50
B. Office Hours................................................................................................................. 50
C. Membership Records.................................................................................................... 51
D. Dues and Fair Share Fees............................................................................................. 51
E. Information................................................................................................................... 51
F. Vendor
Selection........................................................................................................... 52
G. Whistleblower Policy.................................................................................................... 52
H. Conflict Of Interest Policy............................................................................................ 54
I. Anti-Harassment Policy............................................................................................... 56
A. Internal Grievance Reporting.................................................................................... 576
B. Summary Reports...................................................................................................... 587
C. Access to Individual Grievance Information............................................................. 587
APPENDIX [STAFF
JOB DESCRIPTIONS, INVESTMENT POLICY]
A. Name
1. The name of this organization shall be the
Inter Faculty Organization of the Minnesota State Universities (IFO).
2. The organization shall be composed of faculty
members of the
A. Purpose
1. The purpose of this organization shall be to
promote the welfare of the faculties of the Minnesota State Universities and to
improve public higher education through such activities as faculty
participation in the governance of the
A. Structure
B. Delegate
Assembly
1. There shall be two forms of the Delegate
Assembly, General and Interim.
a. The General Delegate Assembly (GDA) shall
have the authority to establish policies, approve budgets, and review actions
of the IFO Board of Directors.
b. Interim Delegate Assemblies
are called, as needed, at the discretion of the Board by a simple majority
vote.
c. Chapter XI C.2.a. also provides for calling
a special session of the GDA on petition of at least 20 percent of the
membership.
C. Board of
Directors
1. Subject to Section 1 of this article, the
managing Board of this organization shall be the IFO Board of Directors. The IFO
Board of Directors shall have full power to act for the IFO when the Delegate
Assembly is not in session.
D. Local Faculty
Associations
1. Members of the IFO shall also be members of
the local component university association established by the IFO and referred
to as a
E. IFO Operating
Procedures (OP)
1. The IFO Operating Procedures shall be
established by the Delegate Assembly or the IFO Board of Directors when the Delegate
Assembly is not in session. Such procedures may be augmented, revoked or
amended in a similar manner.
a. Unless otherwise provided, such action shall
require a majority vote of a quorum.
b. When an Operating Procedure requires a
two-thirds majority of the Board or GDA for adoption, it shall also require a
two-thirds majority for modification or deletion.
2. The IFO Operating Procedures shall be kept
current and maintained at the IFO office, with copies available upon request.
3.
The Executive Committee shall review the Operating
Procedures annually and report to the Board of Directors.
4.
The IFO Board of Directors requires a first and second
reading of all IFO Operating Procedure changes.
A vote may be taken after the second reading occurs to accept/reject the
change and a final vote may occur at the same meeting. If a majority of the Board determines that
quick action is needed on an item, this rule can be suspended. [Board 2/27/09]
[Chapter III
revised per Board Motion 9/15/06].
1. The membership of the Inter Faculty
Organization shall consist of the faculty of the Minnesota State Universities
who are eligible under the appropriate legislation and the Bureau of Mediation
Services unit determinations, and who pay assessed dues.
a. All State University faculty who are included in the IFO bargaining unit and are subject to any Collective Bargaining Agreement entered into between the IFO and MnSCU are eligible for membership.
b. Faculty may choose to be members of the IFO by applying for membership and agreeing to pay dues (sometimes referred to as full dues). Only faculty who pay IFO dues are members. Faculty who pay the fair share fee are not members of the IFO.
c. Faculty who are not members shall be assessed fair share fees and shall not have all the rights of IFO members.
d. Economic services provided through the IFO shall be available to members only.
2. Application
for Membership
a. Local Associations shall be provided with membership applications by the IFO office.
b. Non-members may apply for membership at any time. If the
completed application is received by the Faculty Association on or before the
day of a scheduled vote, the new member shall be permitted to vote.
a. Membership is continuing in nature until termination of employment
or resignation of membership. Upon re-employment, membership shall be
automatically reactivated.
4. Resignation
of Membership
a. A resignation of membership must be received prior to September 1,
to be effective for the fiscal year. A resignation received after September 1
of any membership year shall not become effective until the following July 1.
5. Recruitment
a. A membership drive shall be conducted in March and April, and
among new and returning faculty during fall semester. [Board motion
B. Membership in
Affiliate Organizations
1. The Board may propose affiliation or
termination of affiliation with other organizations.
2. Approval of such proposals shall require a
majority of all IFO members voting by secret ballot. Approval also requires majority affirmative
votes at a majority of all campuses voting.
[Membership 4/8/08]
C. Suspension of
Membership
1. Membership in this organization may be
suspended by a majority vote of the IFO Board for actions contrary to the best
interests of the organization after a procedure that provides due process.
a. Procedure
a1. A proposal to suspend membership must be
filed in writing with the IFO President. The proposal must include the basis
for suspension.
a2. The member about whom the suspension
proposal has been filed shall be given a copy of the proposal and given the
opportunity to provide a response.
a3. The President shall review the proposal
and response with the Executive Committee.
a4. With the agreement of at least three
members of the EC, the proposal shall be placed upon the agenda of the next
Board meeting.
a5. The written proposal and the member’s
written response shall be provided to the members of the Board in advance of
the Board meeting.
a6. The maker of the proposal for suspension
and the member whose suspension is under consideration shall be invited to
appear at the Board meeting.
a7. By majority vote, the Board may then act
to suspend the member. The Board’s
determination of what constitutes actions contrary to the best interests of the
organization shall be final.
D. Dues and
Financial Procedures
1. Dues and other financial procedures shall be
established by the IFO Board or IFO Delegate Assembly in accordance with the IFO
Operating Procedures. [Membership
4/8/08]
2. Dues
and fair share fees shall be set annually in conjunction with the adoption of
the IFO budget.
3. Membership
dues for full-time faculty members shall ordinarily be collected by payroll
deduction in 16 equal portions beginning in September and continuing through 16
pay periods. [Board Motion 4/21/06]
4. Fair share fee
a. The fair share fee shall be set at eighty-five (85) percent of the
membership dues.
b. Fair share fees for full-time non-members shall ordinarily be
collected by payroll deduction in 16 equal portions beginning in September and
continuing through 16 pay periods. [Board Motion 4/21/06]
c. In a timely manner, as required by law, the IFO Office shall
notify full-time, part-time, and adjunct non-members of IFO’s intent and its
procedures for collecting fair share fees.
5. Upon
receipt by the IFO Office of notice from MnSCU of the employment of adjunct or
part-time faculty during the year, the IFO Office shall notify said faculty of
membership dues, fair share fees, and IFO’s procedures for collecting fees as
required by law.
6. Annually,
the IFO Office shall publish an explanation of IFO dues and fair share fees and
the benefits to be realized from membership.
7. At
the beginning of each academic year, the IFO Office shall inform all members
and non-members that they may choose to pay dues or fair share fees with a
single payment. The IFO Office shall set the date by which this payment must be
made.
E. Membership Records
1. IFO
membership records shall be considered confidential information and shall be
released or made available only at the direction of the Board.
2.
Regularly, the IFO Office shall provide each local
Association president and local Association membership chair an updated list of
members and non-members, to be used for official IFO and Association business.
[Chapter IV
revised per Board Motion 9/15/06].
A. Officers and
Staff
B. Officers
1. The officers of this organization shall be
the president, the vice-president, the secretary, and the treasurer. [Membership 4/8/08]
C. The Executive
Committee (EC)
1. The Executive Committee shall be the President
of the IFO and the presidents of the local Faculty Associations.
a. A local Association Vice President may
substitute for a local Association President.
In the event that a Vice President is not available to substitute for a
local Association President, the Executive Committee of the local Association
may designate a representative to the IFO Executive Committee with advance
notice given to the IFO President. [Membership
4/8/08]
2. If the IFO Treasurer is not a local Faculty
Association President, he/she shall sit as an ex officio, non-voting member of the EC.
D. Appointed
Personnel
1. The IFO Board of Directors or its designees
shall hire and retain appropriate staff, ancillary personnel, or independent
contractors. [Membership 4/8/08]
2. Position Descriptions
a. Position descriptions shall be kept on file at the IFO Office.
b. Initial position descriptions for staff members shall be approved
by the Board.
c. The Board shall review each staff member’s position description
every two years to reconcile differences between the existing description,
actual duties and needs of the organization. The review shall take place in the
second year of the President’s term.
3.
Staff salaries, benefits, and personnel policies shall be
contained in written contracts between the staff and the IFO.
4. All
local secretaries shall be paid directly from the IFO office and shall be
insured under the IFO’s Workers’ Compensation Policy, with those working half
time, or more, being treated as regular IFO employees and subject to the terms
and conditions of the IFO Staff Contract. [Board Motion
5. For
accounting and IRS purposes, IFO staff shall be treated as accountable employees.
6. Staff
members shall provide prior notice of a campus visit to the FA president.
7. Staff
positions shall be approved by the Board.
A list of these positions and their related job descriptions shall be
contained in appendix A.
8.
Academic Affairs Coordinators (AAC)
The AACs shall serve as the IFO
representatives on academic matters within the
The Board may appoint two Academic
Affairs Coordinators to staggered two-year terms.
The AACs shall be faculty members in the bargaining unit and shall be appointed by the Board no later than the last Board meeting of the calendar year. The appointment shall be for the succeeding two fiscal years. The terms of appointment of the AACs shall be staggered such that a new AAC is (re)appointed each year. Each AAC appointment may be renewed once by the Board. If the incumbent AAC wants to seek the position beyond a single two-year renewal by the Board, that faculty member may submit materials and be considered in the pool of candidates solicited for the position. The Board may authorize up to 12 credit hours of reassigned time for each fiscal year for each AAC position. If a faculty member serves as AAC during his/her sabbatical, the Board may authorize payment of up to 60 duty days salary in lieu of reassigned time. [Board 12/8/00] [Board 1/29/03] [Board 3/25/04] [Board 2/8/08]
9.
Faculty Association Employees
a.
No Faculty Association may employ a local staff person for
800 or more hours in a fiscal year without specific approval for the position
from the Board of Directors. Such local
staff, so authorized, shall be subject to the IFOSA contact. Their daily supervision and their evaluation
shall be the responsibility of the FA President on the campus. A copy of the signed review shall be
forwarded to the IFO office for inclusion in the employee’s official personnel
file which shall be maintained in the state IFO office.
b.
Faculty Associations may hire employees for fewer than 800
hours per fiscal year subject to compliance with IFO office personnel policies.
c.
All Faculty Association employees on the campuses are
employees of the IFO.
[Chapter V
revised per Board Motion 9/15/06].
A. Elections and
Terms of Office
B. President
1. The President of the Inter Faculty
Organization shall be elected by a secret ballot of the membership during April
of even-numbered years.
2. The President shall serve a term beginning in
July of even-numbered years and continuing two full years and until an elected
successor takes office. [Membership
4/8/08]
3. The President may not serve more than two
consecutive terms in office.
4. Presidential Election
a. At the second Board meeting in the fall semester in odd-numbered
calendar years, the Board shall select three Board members, no more than one
from any one campus, to serve as the nominating committee for the election of
the president. The nominating committee shall nominate candidate(s) for
president and shall report to the Board at the second meeting of the spring
semester in even-numbered calendar years. The Board shall conduct nominations
at this meeting. Nominations may also be made from the floor at this meeting. The nominating committee shall provide
interested candidates a list of likely responsibilities, duties and activities
that a successful candidate could expect to fulfill. This list would be used as a guideline and
would not be exhaustive. [Board
10/29/09]
b. Statewide elections shall be held on the second Tuesday in April.
c. Biographical summaries of candidates nominated for the presidency
shall be published by the IFO and distributed statewide.
d. The IFO office shall distribute to each campus a model ballot for
the presidential election.
e. Local Association Responsibilities
e1. Except as specified below, the procedures
for the presidential election shall be determined on each campus by the local
Association. This information shall be
forwarded to the IFO office.
e2. Polls shall close at 4 PM and the vote
count on each campus shall be reported to the IFO Office no later than 6 PM.
e3. The local Association president or
his/her designee shall be responsible for conducting the IFO presidential
election on campus. If the local FA president is a candidate, the local FA Vice
president shall assume this responsibility.
e4. The local Association shall distribute
the ballots on campus, collect all completed ballots, including absentee
ballots, and mail them to the IFO Office on or before the Saturday after the
presidential election.
e5. Local FA’s may substitute electronic
voting for paper ballots upon assurance that their system maintains voter
eligibility, voter confidentiality and provides documentation of the votes
f. Results of the Voting
f1. Campus-by-campus results, along with the
statewide totals, shall be announced to the membership.
f2. Ballots shall be destroyed sixty (60)
days after publication of results.
C. Treasurer
1. The Treasurer of the IFO shall be appointed from
the membership of the IFO by the IFO Board during its first meeting of the
academic year in odd-numbered years. [Membership
4/8/08]
2. The Treasurer shall serve a two-year term
beginning at the first IFO Board meeting of odd-numbered academic years.
3. The Treasurer may not serve more than two
consecutive terms.
4. If the IFO Treasurer is not a local Faculty
Association President, he/she shall sit as an ex officio, non-voting member of the Executive Committee.
D. Vice
President and Secretary
1. The Vice President and Secretary of the IFO shall
be appointed from the membership of the Executive Committee by the IFO Board of
Directors at its first meeting of the academic year. [Membership 4/8/08]
2. The Vice President and Secretary shall serve
one-year terms beginning at the first meeting of the academic year.
3. These officers shall serve no more than two
consecutive terms.
E. Election of Vice President, Secretary,
and Treasurer.
1. Annually,
at the final Board meeting of the academic year, an ad hoc nominating committee shall be appointed by the Board to
nominate candidates for vice-president, secretary and, as needed, treasurer.
Volunteer nominations shall be taken at the same meeting.
2.
Guidelines for the nominating committee shall be as
follows: The committee shall seek to
balance the slate of nominees by gender, campus size and location; shall avoid
nomination of Board members who are serving their first year on the Board; and
shall seek agreement from candidates prior to nominating them.
[Chapter VI
revised per Board Motion 9/15/06].
CHAPTER
VII: DUTIES OF IFO OFFICERS
A. Duties of IFO
Officers
1. The following shall be included in the list
of duties of the officers of the Inter Faculty Organization. Nothing shall
preclude the IFO Board of Directors from changing or modifying the duties of
the officers, other than those of the President.
B. President
1. The President shall be the chief executive
officer of the Inter Faculty Organization.
2. The President shall preside at all meetings
of the IFO Delegate Assembly, IFO Executive Committee, and IFO Board.
3. The President, as directed by the IFO Board of
Directors and the IFO General Delegate Assembly, shall be responsible for the
activities of the IFO Standing Committees, the appointed personnel hired and
retained by the IFO, and the conduct of negotiations when the IFO Board is not
in session.
4. In
order to perform duties most effectively, the president shall be provided with
100 percent release time during the academic year. The president shall not
engage in outside employment without the prior review of the Executive
Committee and the approval of the IFO Board of Directors. [Board motion,
12/6/02]
5. The
President shall report to the Board at each meeting.
6. The
President will receive suggestions from the FA Presidents and Board members and
will consult with the Executive Committee in submitting nominees for task forces
and committees.
7. The
President shall serve as a member of the Lobby Fund Committee.
8. The
President shall attempt to provide prior notice of a campus visit to the FA
president.
C. Vice
President
1. The Vice-president shall be a member of the Executive
Committee of the IFO and shall perform the duties of and has the power of the
President during any absence of the President or inability of the President to
act.
2. If a vacancy occurs in the office of
President of the IFO, the Vice-President shall serve until a new President has
been elected at the next regularly scheduled election for IFO President. [Membership
4/8/08]
3. The Vice-President, at the direction of the
President, shall be responsible for reporting the activities, recommendations,
and proposed motions of the Executive Committee to the IFO Board.
4. The Vice-President shall also, at the
direction of the President, be responsible for preparing and managing
negotiation of staff collective bargaining agreements.
D. Secretary
1. The Secretary of the Inter Faculty
Organization shall be a member of the Executive Committee of the IFO.
2. The Secretary shall be responsible for the
timely and accurate recording of the activities and minutes of the IFO Delegate
Assemblies, IFO Board meetings, and IFO Executive Committee meetings held
during the term of office of the Secretary.
a. The Secretary may use electronic media to
fulfill those duties and, with the approval of the President, may also use the
services of IFO staff personnel.
E. Treasurer
1. The Treasurer shall be responsible for
developing a proposed budget, in consultation with the Executive Committee, to
be presented to the IFO Board and to the IFO Delegate Assembly.
2. The Treasurer shall be responsible for
disbursing funds of the IFO, keeping a record of all financial transactions,
monitoring the collection of dues, fees, and other funds owed to the IFO,
developing and monitoring an IFO investment policy, and for other financial and
business transactions as directed by the IFO Board of Directors.
3. In the event the IFO Board elects as
Treasurer, a person who is not an elected member of the IFO Board of Directors,
that person shall become an ex officio,
nonvoting member of the IFO Board.
4. The
Treasurer shall be responsible for fulfilling financially related functions as
specified in Chapter XVIII.
5. The
Treasurer shall report at each Board meeting.
CHAPTER
VIII: IFO BOARD OF DIRECTORS
A. Board of
Directors
1. The IFO Board of Directors shall establish
the policies and operating procedures of the Inter Faculty Organization subject
to actions of the biennial IFO General Delegate Assembly, shall direct
negotiation of the collective bargaining agreement, and shall be responsible
for conducting the business and affairs of the organization.
B. Membership
1. The IFO Board of Directors shall consist of
the IFO President, the presidents of the local Faculty Associations and
director(s)-at-large from and elected by each local Faculty Association according
to the following limits:
Metropolitan 1
Southwest 1
In the event
the treasurer is not an elected member of the Board, that person shall be an ex officio nonvoting member of the Board.
2. In the absence of the local Faculty
Association President or one of the directors-at-large from that Association,
the local Vice-President of the Association may serve as a temporary Board
member, with full voting privileges.
C. Directors’
Terms of Office
1. Directors-at-large shall hold office for
two-year terms, beginning with the first meeting of the academic year.
a. The local Associations shall stagger the
terms of the directors-at-large elected from their campuses.
D. Meetings
1. The IFO Board of Directors shall meet at
least six times during the academic year.
a. Annually, at its last meeting of the academic year, the Board
shall set the calendar of Board meetings for the next academic year.
Subsequently, meeting dates may be changed by the Board as necessary.
b. Meetings will normally begin at
2. Special meetings of the IFO Board of
Directors may be called by the President by written notice to a majority of the
members of the Board.
3. The quorum for a Board meeting shall be a
majority of the membership of the Board and a majority of universities.
4. In extraordinary circumstances or
emergencies, as determined by the IFO President and a majority of the members
of the Executive Committee, the members of the IFO Board may be consulted and
polled electronically. [Membership
4/8/08]
E. Powers and Duties of the Board
1. Goals
a. The Board shall approve the organization’s goals.
b. The Board shall approve IFO’s legislative goals.
2. Governance
a. The Board shall review and respond to all proposals emanating from
the Chancellor’s Office for changes in MnSCU.
b. The Board shall cooperate with the Chancellor’s Office to promote
activities that benefit the faculty of the State Universities.
c. The Board shall challenge the actions of the Chancellor’s Office
when the actions are not in the best interests of the faculty of the State
Universities.
d. The Board shall communicate official IFO positions to outside
agencies and the general public via resolutions and statements of support or
opposition.
e. When vacancies occur on the MnSCU Board, the IFO Board may endorse
candidates to fill the vacancies.
3. Committee
Appointments
a. Internal IFO Committees
a1. Internal Committees are those established
by the IFO and for which at least a majority of the members are appointed by
the IFO.
a2. Internal Committees shall be appointed in
the manner specified in the document establishing the committee.
a3. Standing Committees shall include at
least one member elected or selected by each local Faculty Association.
a4. Should no other method be specified,
committee members shall be appointed by the IFO Board of Directors.
b. External Committees
b1. External Committees are those not
established by the IFO but to which the IFO will appoint representatives. Representatives may be either IFO members or
staff.
b2. IFO Representatives shall be appointed by
the IFO President after consultation with the Board of Directors. If the Board does not meet within 30 calendar
days of the request for appointees, the President may choose to consult with
the Executive Committee instead of the Board.
c. Terms
c1. Internal Committee membership terms shall
be for two years unless otherwise specified in the document creating the
committee or specifically determined to be different by the Board of Directors.
c2. External Committee membership terms shall
be for two years unless otherwise specifically required by the External body
creating the committee.
c3. Individuals shall be eligible for
reappointment to additional terms unless otherwise specified.
c4. Individuals appointed to terms shall
serve at the pleasure of the IFO Board and may be removed by the Board at any
time during their term.
c5. Unless otherwise provided, terms of
appointment should be staggered to provide for continuity of representation.
4. Recognition and Awards
a. The Board may make awards other than those specified in Chapter 11
and below on an annual basis as it deems fit.
b. Annually, IFO will publicize in the IFO UPDATE or other IFO publication, the names of
those persons who have received awards or recognition for outstanding service.
c. Awards honoring those who have made significant contributions to
grievance or arbitration, governmental relations, negotiations, and feminist
issues may be awarded at the General Delegate Assembly.
5. Political
Activity
a. No endorsements or screenings of candidates for public office
shall be made by the Board.
6. Legal
Action
a.
Participation in any class-action lawsuits shall require the
approval of two-thirds of the IFO Board.
[Chapter VIII
revised per Board Motion 9/15/06].
CHAPTER
IX: COMMITTEES OF THE BOARD
A. Committees of
the Board
1. The IFO Board, following procedures listed in
this article or in other articles of the Constitution, shall establish such
committees, task forces, and councils as it deems necessary to conduct its
business and responsibilities. These appointments shall include, but not be
limited to, the Executive Committee and the Standing Committees of the
IFO. Additional groups shall be
designated through processes detailed in the Operating Procedures of the
IFO. [Membership 4/8/08]
a. The Board shall form and oversee all statewide committees not
governed by the Constitution. Members
shall serve at the pleasure of the Board.
B. Executive
Committee (EC)
1. The Executive Committee of the IFO Board shall
have the composition and duties described in Articles V and VI of the IFO Constitution,
including representing the IFO at state Meet and Confer sessions. Other duties
may be assigned to the Executive Committee by the IFO Board.
2. The
EC shall be authorized to act as the IFO Personnel Committee, having the
following specific responsibilities: 1)
recommending to the IFO Board any changes in staffing which it deems advisable.
If such changes involve the creation of a new staff position, or a significant
change in the duties of an existing position, the EC shall accompany such a
recommendation with a suggested position description, including job
qualifications.; 2) undertaking regular and periodic evaluation of staff; 3)
serving as an informal hearing committee upon request for hearing staff
concerns or complaints, including but not limited to assignments, workload, and
evaluation. The EC shall make recommendations as a result of these hearings to
the President and/or Board.; and 4) acting on any other related personnel
assignment at the direction of the Board.
3. The
EC shall develop long-range plans and procedures for the IFO.
4. The
Executive Committee shall be responsible for determining if a case referred to
it by the Director of Labor Relations should be arbitrated. The grievant shall
be notified at least 24 hours prior to the time when the consultation with the
Executive Committee will take place.
5. The
Vice President shall assume responsibility for having actions of the EC
included in the monthly President’s report to the Board.
6. The
Secretary shall keep the minutes of the EC.
7. The
EC shall serve as an appointment committee for statewide appointments assisting
the President by forwarding nominees to the President and, when feasible,
discussing appointments at its regular meetings.
8. The
Executive Committee shall serve as the audit committee and be responsible for
meeting with the auditors annually to review and approve the audit. [Board 11/9/07]
C. Standing
Committees of the IFO
1. The Standing Committees of the IFO Board of
Directors shall consist of at least one member elected or selected by each
local Association. [Membership 4/8/08]
2. The
Board shall establish statewide Standing Committees as necessary. All Standing
Committees shall meet at least once each semester. If a committee deems it
unnecessary to meet in a specific semester, it should so notify the Board.
a. The President shall appoint a member of the Board to serve as the
Board Liaison to each Standing Committee.
3. The exact composition of each Standing
Committee shall be specified in the IFO Operating Procedures. [Membership 4/8/08]
a. The term of membership shall be two years.
Appointments shall be made during the spring semester with the term of office
beginning with the fall semester.
4. Each Standing Committee shall elect a chair.
a. Each Standing Committee shall elect a chairperson at its first
meeting of the academic year.
b. The chairpersons of the
Standing Committees shall serve no more than two consecutive one-year terms as chair.
c. The chair, or a member of each Standing
Committee, shall be invited to attend meetings of the Board, as necessary, to
report on the activities of the committee. The expense shall be charged to the
committee’s budget. A committee may choose to have its Board liaison person
deliver its report.
d. The Standing Committees shall prepare and deliver written reports
of their goals and accomplishments at the GDA.
5. Standing Committees of the IFO Board of
Directors shall elect from within their memberships such officers as they deem
necessary, subject to the limitations imposed by these articles and the IFO Operating
Procedures.
6. Board Support
a. Standing
Committees may request appropriate staffing from the IFO Board of Directors. Standing Committees may request
appropriate staff assistance from the Board. [Board 10/27/00]
b. Each Standing Committee shall submit its budget request for the
following fiscal year no later than February 1.
b1. Standing Committees may carry forward to
the next fiscal year the unused portion of its budget for a special purpose with
the approval of the Board at its last meeting of the academic year. [Board
12/2/05]
7. The
Standing Committees are Academic Affairs, Feminist Issues, Government
Relations, Multi-Cultural Issues, GLBTA Issues, Benefits Equity and Salary
Equity. [Board 2/9/07] [Board 2/8/08]
a. Academic Affairs Committee (AAC)
a1. The AAC will convene under the general
direction of the Board. In the absence of a specific charge by the Board, the
AAC will carry out its general mission under the direction of the Academic
Affairs Coordinators. [Board 2/8/08]
a2. The AAC will ascertain the faculty point
of view on system-wide academic issues.
a3. The AAC will formulate recommendations
for the Board in such areas as professional development, academic planning,
improvement of academic climate and standards, development of grants and
consortia, etc.
a4. The AAC will promote academic excellence
among the State Universities while supporting the preservation of the autonomy,
integrity, and unique quality and character of each institution.
a5. The Academic Affairs Coordinators shall
act as the IFO liaisons to the
b. Feminist Issues Committee (FIC)
b1. The FIC shall address matters of concern
to the women in the IFO.
b2. Upon recommendation of the FIC at the General
Delegate Assembly banquet, the IFO may recognize a woman member who has made
outstanding contributions to the IFO. The recognition will include an
appropriate award determined by the Board.
b3. When appropriate, the FIC and the Board
will recognize members who have made outstanding contributions to the
advancement of women in the State Universities.
b4. The Equity Advocate shall act as staff
liaison to the FIC.
c. Government Relations Committee (GRC)
c1. The GRC may choose to request that each
FA appoint two representatives who are members of different political parties.
c2. The GRC may elect co-chairs from
different political parties.
c3. The GRC will present legislative
objectives and strategies for achieving them to the Board.
c4. No endorsements or screenings of
candidates for public office shall be made by the
c5. The Director of Government Relations (DGR)
shall act as staff liaison to the
c6. In the event that an issue of importance
to the IFO unexpectedly comes before the legislature and a response regarding
the IFO’s position on the matter is needed, the following procedure shall be
followed:
1.
If time and circumstances permit, the IFO Board shall be
consulted for a determination of the IFO position.
2.
If the Board cannot be consulted in the time available, the
IFO President shall determine the IFO’s position on the matter.
3.
If the matter requires immediate response and the President
is not available, the IFO Director of Government Relations shall indicate that
the IFO does not have a formal position on the matter, but the DGR may state
what he/she believes the IFO’s position would be, given the organization's
mission, philosophy, and positions on similar matters.
c7. The GRC shall be responsible for
reviewing the budgets of MnSCU, the seven State
Universities,
and the Chancellor’s office. The GRC
shall advise the Board and the
Negotiating
Team on matters relating to the finding of the State Universities.
[Board 2/8/08]
d. Multicultural Issues Committee (MIC)
d1. The MIC shall address matters relating to
equitable treatment of faculty of color with respect to hiring, employment and
representation.
d2. The Equity Advocate shall act as staff
liaison to the MIC.
e. Gay Lesbian Bisexual Transgender and Allies Issues
Committee (GLBTA)
e1. The GLBTA Issues Committee shall address
matters relating to equitable treatment of GLBT faculty.
e2. The Equity Advocate shall act as staff
liaison to the GLBTA Issues Committee.
e3. When appropriate, the GLBTA Issues Committee
and the Board will recognize members who have made outstanding contributions to
the advancement of GLBT issues. [Board
10/27-28/05]
f.
Benefits Equity Committee (BEC)
[LANGUAGE
TO BE PROPOSED AT A LATER DATE]
g. Salary Equity Committee (SEC)
g1. The SEC shall address matters relating to
salary equity and shall be responsible for overseeing the annual review process
and salary studies to be conducted every 5 years. The SEC shall ensure that it provides sufficient
continuity in its leadership.
g2. The SEC shall be comprised of one member
elected or selected from each local FA, and shall operate in the same manner as
other IFO Standing Committees except that the term of membership for the 7
campus representatives shall be for three years and no more than 3 terms shall
expire in any one academic year. In
addition, the SEC shall select a chairperson and shall designate the chair’s
term so as not to disrupt any ongoing salary study. The chair shall not be limited in the number
of consecutive terms of service as chair.
g3. In addition to the 7 campus
representatives, the membership of SEC shall include one representative each
from the MIC and the FIC. The MIC and
FIC representatives to the SEC shall serve one-year terms, and shall not be
limited in the number of consecutive terms of service on the SEC.
g4. The Equity Advocate shall serve as staff liaison
to the SEC, and shall serve as an IFO representative to the joint MnSCU IFO
Salary Review Committee (SRC).
g5. The 7 campus representatives to the SEC
shall also serve as IFO representatives to the joint MnSCU IFO SRC, and the FIC
and MIC representatives may serve as alternates to the SRC. [Board 2/9/07]
D. Other Committees
a. The
AC shall be made up of either the local Association president or the local
action coordinator from each campus, the State Action Coordinator, and the IFO
President. The State Action Coordinator
shall be appointed by the Board prior to the first meeting of the Negotiating
Team. Timely functioning of the AC rests
with the Board, which shall approve actions and the timing thereof. (Board
Motion 10/17/02)
b. The AC’s primary purpose shall be twofold: To coordinate information flow between
faculty and the Negotiating Team, regarding issues and progress of
negotiations; and to coordinate actions that will move the negotiation process
on and encourage a settlement. The Action Committee shall keep the Negotiating
Team informed of action plans and shall be receptive to input from the
Negotiating Team.
c. The State Action Coordinator or his/her designee shall sit in on
negotiating sessions as an observer and develop written communiqués during the
process.
d. The AC shall plan appropriate types of action, including plans for
a strike, set up a timetable of events, and establish system-wide
communications in order to implement the action.
e. The State Action Coordinator shall report regularly to the IFO
Board.
2. Treasurer’s Advisory Committee (TAC)
a. The Board shall appoint a Treasurer’s Advisory Committee, the
membership of which shall include the Treasurer, the IFO Controller, and four
members of the Board.
b. The Treasurer’s Advisory Committee shall meet a minimum of
once/semester at a time to coincide with scheduled Board meetings. These meetings shall be scheduled and called
by the Treasurer at least one month in advance.
c. The duties of the Treasurer’s Advisory Committee shall include
establishing (and annually reviewing) an investment policy to present to the
Board, to advise the Treasurer on budgetary issues, and to review the annual
budget prior to consideration by the Board.
d. The terms of the Treasurer’s Advisory Committee membership shall
coincide with their appointment term to the Board. A Board member may serve up to two
consecutive terms on the Treasurer’s Advisory Committee. The Treasurer shall serve as the chair of
this committee throughout her/his term as Treasurer. [Board 12/1/06]
3. Lobby
Fund Committee (LFC)
a. The LFC shall oversee the Lobby Fund.
b. The IFO shall establish an external Lobby
Fund for contributions to state-level political candidates. No endorsements or
screenings of candidates shall be made.
c. The co-chairs of the
d. IFO shall contribute annually to the Lobby Fund through an
allocation in the budget. The money will be held by IFO and transferred to the
fund in accordance with state and federal law.
e. Reports to the State Campaign Finance Board and the IRS will be
made by the IFO on behalf of the Lobby Fund Committee. [Board motion,
E. Ad
Hoc Committees, MnSCU Task Forces, etc.
1. Ad hoc committees will be formed as
necessary to handle projects, which fall outside the charges of the Standing
Committees.
2. For
all statewide committees and task forces external to the IFO, the Board or its
designee shall select the faculty who will represent IFO and who will serve at
the pleasure of the Board.
3. Nominating
Committee
a. At the final Board meeting of the academic year, an ad hoc nominating committee shall be
appointed by the Board to nominate candidates for vice president, secretary,
and treasurer. Self-nominations shall be taken at the same meeting.
b. Constitutional Review Committee
b1. When necessary the Board shall convene a
committee to review and revise the Constitution.
[Chapter IX revised
per Board Motion 9/15/06].
CHAPTER
X: LOCAL FACULTY ASSOCIATIONS
A. Local Faculty
Associations
1. A local Faculty Association shall be
established by the IFO among its members at each
B. Constitution
1. Each local Association shall adopt a local
constitution that shall not conflict with the IFO Constitution, the IFO Operating
Procedures, or the collective bargaining agreement. Not less than biennially, an adhoc
committee established by the Executive Committee shall review local FA constitutions
to make sure there are no conflicts between such constitutions and the IFO
Constitution, the IFO Operating Procedures and the IFO/MnSCU and the IFO/IFOSA
collective bargaining agreements. [Board
4/3/09]
a. A copy of each local Association Constitution
shall be kept on file at the IFO Central Office.
C. Officers
1. Each local Faculty Association shall specify
the officers of the local Association and their terms of office in its local
Constitution.
a. The IFO office shall bond the Local Association Presidents,
Treasurers, and all other authorized signers.
[Board 2/9/07]
b. Each local Association shall establish a
local governing body for the purpose of fulfilling the duties and
responsibilities of the local Association in university governance and
representation of the numbers of the local bargaining unit.
b1. The governing bodies shall include the
IFO Board members representing the members of the local Associations.
D. Powers and
Duties
1. Local Associations shall be empowered to
spend funds provided by the IFO Board of Directors to further the goals of the
IFO and the local Faculty Associations.
2. Local Associations shall select IFO Board
Members, IFO Standing Committee members, and delegates to IFO Delegate
Assemblies in a manner consistent with this Constitution, the IFO Operating
Procedures, and the local Association Constitutions.
3. Local Associations shall establish a
Grievance Committee and such other committees as they deem necessary.
4. The
FA president or his/her designee shall be responsible for the flow of
communications between the campus and the IFO Office.
a. Each FA shall provide the IFO Office with 6 copies of the campus
phone directory when it is available each year.
b. Each FA President shall prepare a written campus report for each
Board meeting and, if possible, forward that report to the Board members by FAX
or e-mail prior to Board meetings.
5. The
FA president or his/her designee shall be responsible for conducting the IFO
presidential election on campus. If the FA President is a candidate, the FA
Vice-President or his/her designee shall assume this responsibility.
6. The
local Association shall have responsibility for reviewing the proposed process
and committee structure for selection of that University’s President. Should an
agreement not be reached locally, the local Association shall forward its
recommendations and concerns to the Board. The Board shall forward those
concerns and/or its own actions to MnSCU via Meet and Confer or at a MnSCU
meeting. Should no agreement satisfactory to the local association be reached,
the local Association shall not participate in the selection process.
7. At
the beginning of each academic year, and each term thereafter, the local FA
president shall request a list of all adjunct faculty hired on the campus for
that year, along with the number of credits each person is teaching. Following
receipt of the list, FA representatives shall review the list to verify that
adjunct status is appropriate under Article 21.
FAs shall also forward a copy to the state IFO office.
8. A
local FA President shall be provided prior notice of a visit by an IFO staff
member or the IFO President.
E. Financial Support for Local
Associations
1. Local
Operating Budget
a. Financial support for local Associations shall be provided by the
IFO according to the amounts as adopted with the setting of the annual IFO
budget.
b. The support allocation will be paid in four equal amounts on September
15, November 15, January 15, and March 15. [Board 12/2/05]
c. Local Associations should plan their yearly expenditures based
upon the local support allocation adopted by the Board in the annual budget.
d. The local Association may request additional funds in addition to
its original budgeted allocation from the Board.
e. Local Associations shall not hold assets and/or reserves in excess
of an amount equivalent to the most recent annual allocation of the Faculty
Association or $7,500, whichever is greater, and shall send surpluses in excess
of that amount to the IFO or make arrangements for the transfer of those assets
or funds at the end of the fiscal year.
At the end of each fiscal year, the IFO Controller is responsible for
reporting to the IFO Executive Committee a list of any campuses with excess
funds. [Board Motion 10/30/97, 9/19/03,
DA2004, Board 4/3/09]
f. Local Associations shall have their bank send a duplicate bank
statement each month to the IFO office.
If the bank is unable to do this, then the Local Association Treasurer
shall forward a copy of the bank statement each month to the IFO office. The IFO Controller is responsible for
reviewing the bank statements each month and reporting to the IFO President the
results of the review. The FA President,
Treasurer, and one other designated faculty or FA employee may be an authorized
signer on bank accounts and all checks must be cosigned by two signers. [Board 2/9/07, 4/3/09]
g. Local
Associations shall submit a quarterly financial report to the IFO office per
the schedule noted below:
1st Quarter
Report (July – September) Due
October 31st
2nd Quarter
Report (October – December) Due
January 31st
3rd Quarter
Report (January – March) Due
April 30th
4th Quarter
Report (April – June) Due
July 15th
The quarterly report
should include a beginning/ending cash balance reconciliation and copies of all
expense receipts and bank statements. The
IFO Controller is responsible for reviewing the quarterly reports and reporting
to the IFO President the results of the review.
[Board 2/9/07, 4/3/09]
h. Local Associations shall maintain all accounting records for a
period of at least seven years. [Board
2/9/07]
2. Local
Equipment Expenditures
a. For each local FA office, the IFO central office shall purchase
the following equipment: copy machine,
fax machine, printer, scanner (may be an all-in-one unit), and shredder. In addition, the central office shall
purchase any computer CPUs, monitors, and MS Office software needed by FA
Presidents or office staff (not to exceed one machine per person). Such purchases shall be approved in advance
by the IFO President and coordinated with the equipment replacement schedule
adopted by the IFO Board of Directors.
This equipment is property of the IFO.
The Board shall be notified of any such purchases at its next regularly
scheduled meeting. [Board 10/12/07]
b. The cost of repairs and/or service contracts for equipment
purchased by the central IFO office shall come from the IFO budget. [Board
10/12/07]
c. In the case of emergencies, the IFO President may approve Local
Association equipment purchases, to be made from central IFO funds, up to
$3,000 per incident. At its next
regularly scheduled meeting, the Board shall be notified of any emergency
equipment purchases that were made.
[Board 2/9/07]
d. Any other equipment or software desired by a local Association
must be purchased from local FA funds.
Maintenance of such equipment is the responsibility of the local FA
office. Internet connectivity is the
responsibility of the local FA office.
[Board 10/12/07]
e. The IFO Controller shall keep an inventory record of all equipment
at the St. Paul IFO office and Local Association offices. Each FA Treasurer should report any new
equipment purchases to the IFO Controller, as well as any equipment disposals. The
IFO Controller shall perform an equipment inventory biennially and shall report
to the IFO President regarding the results of the inventory. [Board 10/12/07, 4/3/09]
F. Committees
1. The
local Association shall designate a local committee corresponding to each IFO
Standing Committee. The designated committee may be the local executive
committee.
2. Local
Action Committee
a. When the IFO Negotiating Team begins contract negotiations with
the employer, local Associations should elect or appoint Action Committee
chairpersons responsible for having a communication network ready for immediate
use should the occasion arise ¾ i.e., for a strike or other emergency. Action Committee
chairpersons should be ready to publicize the functions of the Action Committee
and the manner in which individual members can be involved.
b. The local Action Committee shall be made up of the local
Association president, the local action chairperson, the local member of the
Negotiating Team, and local members of the Board.
G. Appointments to Task Forces
1.
If faculty are requested on behalf of the University to
serve on city, county, and regional organizations to participate in task forces
and committees that could affect the terms and
conditions of employment of faculty, the
local Association shall appoint the faculty members,
who shall participate on behalf of the
faculty.
[Chapter X
revised per Board Motion 9/15/06].
CHAPTER
XI: THE GENERAL DELEGATE ASSEMBLY
A. The General
Delegate Assembly (GDA)
1. The General Delegate Assembly of the Inter Faculty
Organization of the Minnesota State Universities shall be held during
even-numbered years at a time and place established by the IFO Board. The IFO Board
of Directors shall be responsible for making arrangements for the IFO General Delegate
Assembly.
B. Composition
1. The IFO General Delegate Assembly shall be
composed of the members of the IFO Board of Directors and certified delegates
or alternates elected or appointed by local Faculty Associations.
a. Each Faculty Association President shall
appoint five delegates and five alternates and an additional delegate and
alternate for every fifteen IFO members at the respective state university at
the time of the last IFO Board meeting in the calendar year prior to the
Delegate Assembly. [Membership 4/8/08]
a1. This means that each FA President shall be
entitled to appoint
a. up to five delegates and five alternates, and
b.
in addition, for each 15 IFO members on the campus, appoint one delegate
and one
alternate.
C. Meetings
1. The General Delegate Assembly shall be held on
even-numbered years at a time and place established by the Board. Meetings
shall be conducted under the supervision of the IFO Board of Directors or under
supervision of local committees established by the Board.
2. Interim Delegate Assembly
a. An Interim Delegate Assembly may be called by
the President with the concurrence of a majority of the members of the IFO Board
of Directors present and voting, or shall be called on petition of at least 20
percent of the IFO membership. [Membership
4/8/08]
b. Notice of an Interim Delegate Assembly shall
specify the time and place of the meeting and, in general terms, the purpose of
the Interim Assembly. [Membership
4/8/08]
c. No business other than that specified in the
notice shall be conducted.
d. The IFO President shall inform each local FA
of an Interim Delegate Assembly not less than 20 days before the Assembly is
scheduled to convene. [Membership
4/8/08]
D. Officers
1. Number and Title: The officers of the General Delegate Assembly
shall be the President of the IFO, who shall be the presiding officer, and the
Secretary of the IFO, who shall be the Secretary of the Assembly.
2. Duties
a. The Presiding Officer
a1. The President of the IFO or his/her
designee shall preside at all meetings of the General Delegate Assembly,
appoint tellers to assist in determining the result of any action taken by
vote, and perform such other duties as custom and parliamentary usage requires.
a2. The President may consult a
parliamentarian when a question of order arises.
b.
The Secretary
b1. The Secretary shall serve as the
recording office of the Assembly and the custodian of its records. The services of a professional recorder may
be utilized for the purpose of obtaining a stenographic record of the
proceedings of the Assembly.
b2. The Secretary shall cause a factual
record of the proceedings and resolutions to be edited and published as the
official transactions of the Assembly.
b3. The Secretary shall serve as the reading
clerk of the Assembly, but may designate an assistant to perform this
duty.
E. Order of
Business
1. The order of business and the standing rules
of the General Delegate Assembly shall be those adopted by the General Delegate
Assembly.
2. The
Standing Committees shall prepare and deliver written reports of their goals
and accomplishments at the GDA.
F. Certification
of Delegates and Alternates
1. Each local Faculty Association President
shall file with the appropriate executive officer the names of the delegates
and alternates duly selected immediately following their selection, and shall
provide each delegate and alternate with the proper credentials which shall be
presented to the Credential Committee of the General Delegate Assembly for
registration and admission to the meetings of the session.
2. In the event of a contest over the credentials
of any delegate or alternate, the Credentials Committee shall hold a hearing
and report its findings to the General Delegate Assembly for final action.
3. Alternate delegates shall be selected
according to the provisions of local Association constitutions and in the
absence of such provisions, shall be selected by the local Association
delegates.
G. Committees of
the General Delegate Assembly
1. The Credentials Committee
a. The Credentials Committee shall consist of
three officially certified delegates, and shall be appointed by the President of
the IFO at least 10 days in advance of each session.
b. The committee shall determine the roll of the
Assembly at each meeting and report at a time provided in the order of
business, and shall perform such other duties as specified in the IFO Operating
Procedures.
c. In the event of a contest over the
credentials of any delegate or alternate, the Credentials Committee shall hold
a hearing and report its findings to the General Delegate Assembly for final
action.
2. The Committee on Rules and Agenda
a. The Committee on Rules and Agenda shall
consist of three officially certified delegates and shall be appointed by the
President of the IFO at least 10 days in advance of each session.
b. The Committee shall, in consultation with the
presiding officer and the secretary of the Assembly, prepare a report on
matters relating to the order of business and special rules of order, and shall
report its recommendations to the Assembly.
3. The Resolutions Committee (RC)
a. The Resolutions Committee of
the General Delegate Assembly shall consist of the President of the local Faculty
Associations or their designees. It
shall meet and elect a presiding officer at least 10 days before the first session
of the General Delegate Assembly.
b. The committee shall codify proposed
resolutions of the Assembly and report to the Assembly.
b1. The RC will receive and present all
resolutions to the DA for consideration.
H. Powers of the
General Delegate Assembly
1. While the membership of the IFO shall
constitute the organization’s supreme governing body, the General Delegate Assembly
shall govern the organization in all of its activities not covered by policies,
laws, rules, procedures and decisions established by the membership-at-large.
2. The General Delegate Assembly shall have the
power to create special committees of the organization.
3. In
even-numbered calendar years the GDA will give final approval to the proposed
budget for the following fiscal year. In odd-numbered calendar years, the Board
shall set the budget.
4. In
keeping with the Constitution, GDA resolutions shall serve as the primary
source of contract-related goals for the organization. In addition, local
campuses are encouraged to communicate with their negotiating team members
prior to and during each round of negotiations regarding proposed contract
language and goals. Specific suggestions for contract language and/or goals are
subject to review by the Board prior to their adoption by the negotiating team.
5. Recognition
a. At the GDA banquet, the IFO may recognize individuals who have
made outstanding contributions to IFO. Recognition will include an appropriate
award to be determined by the Board.
b. Upon recommendation of the FIC, at the GDA banquet, the IFO may
recognize a woman IFO member who has made outstanding contributions to the IFO.
Recognition will include an appropriate award determined by the Board.
c. Awards honoring those faculty members who have made significant
contributions to grievance/arbitration, governmental relations, negotiations,
and feminist issues' activities may be made.
Any such award shall be presented at the GDA.
6. No
endorsements or screenings of candidates for public office shall be made by the
GDA.
I. Quorum
1. A majority of the voting members of a General
Delegate Assembly shall constitute a quorum for the transaction of business at
any meeting of any session.
[Chapter XI
revised per Board Motion 9/15/06].
A. Rules of
Order
1. Robert’s Rules of Order, Newly Revised,
(most recent edition) shall govern all meetings of the components of the IFO,
unless otherwise specifically provided herein or otherwise provided by the
rules adopted by a General Delegate Assembly.
No proxy shall be permitted in any situation unless specifically
provided herein.
CHAPTER XIII: NEGOTIATION & RATIFICATION OF CONTRACT
A. Negotiation
and Ratification of Contract
1. In
keeping with the Constitution, GDA resolutions shall serve as the primary
source of contract-related goals for the organization. Specific suggestions for contract language
and/or goals are subject to review by the Board prior to their adoption by the
Negotiating Team. (Board Motion
2.
In addition, local Faculty Associations and negotiating team members are
encouraged to communicate with each other.
B. Composition
of the Negotiating Team
1. The IFO Board of Directors shall establish,
oversee, and guide a negotiating team consisting of one member selected by each
local Faculty Association according to the provisions of the local
constitution.
a. The President and the Director of Labor
Relations shall be ex officio
non-voting
members.
b. After consulting with the negotiating team
and with its agreement, the IFO President with the consent of two-thirds of the
IFO Board of Directors, may appoint an IFO member as a nonvoting chairperson of
the negotiating team.
2. The negotiating team may have the assistance
of IFO staff personnel and may employ other experts as deemed necessary.
C. Selection of
Negotiating Team Members from the Local Faculty Associations
1. Each local Faculty Association shall select
one member to the negotiating team during April of even-numbered years.
a. A member of the IFO Board of Directors, with
the exception of the IFO President, may not simultaneously be a member of the
negotiating team.
b. The Board recommends to the local Faculty Associations that some
criteria be established for selection of negotiating team members, with the
understanding that they must have some experience as a local Association
officer and/or as a Board member.
D. Powers and
Duties of the Negotiating Team
1. The Negotiating Team shall have authority,
subject to oversight and guidance of the IFO Board of Directors, to negotiate
the terms of a proposed contract with the
2. It shall keep the IFO Board of Directors advised
of the progress of negotiations and shall have a representative present at
Board meetings on request of the Board.
E. IFO Board
Review of Contract
1. Prior to submitting the proposed contract to
the membership for ratification, the IFO Board of Directors shall review the
proposed contract and make its recommendations known to the membership.
F. Ratification
of Contract
1. The proposed contract, negotiated by the
negotiating team, shall be ratified by an affirmative vote of a majority of
those IFO members casting ballots, with the additional requirement, that on a
majority of campuses, there also be registered a majority affirmative vote of
those casting ballots.
2. Information
a. The IFO Office shall be responsible for preparation of the summary
document outlining significant language changes, and shall be responsible for distribution
of copy(ies) of the tentative settlement and of the summary document along with
Article 11 to each Board member and local FA president.
b. Following a review of the tentative contract settlement by the
Board, the IFO Office shall post the following information on the IFO website
and distribute notice of the same to the faculty by e-mail sent through the
local Faculty Associations:
§
A summary of the significant economic and language changes
in the tentative agreement;
§
The text of all language changes with references to the
existing contract;
§
A complete copy of Article 11 (salaries); and
§
The recommendation, if any, of the IFO Board.
The local Faculty
Associations shall provide a hard copy of these documents to any IFO member who
requests them. [Board 2/8/08]
3. Voting
a. Eligibility
a1. No proxy ballots may be cast in the vote
to ratify the contract.
a2. Only members are permitted to vote.
a3. Non-members may apply for membership at any
time. If the completed application is received by the Faculty Association on or
before the day of a scheduled vote, the
new member shall be permitted to vote.
b. Scheduling
of the Ratification Vote
b1. Each local FA shall hold at least two
informational meetings prior to a contract ratification vote. The first meeting
shall be held no sooner than one week following the day when the proposed
contract has been made available to faculty.
b2. Following a tentative contract settlement
between the IFO Negotiating Team and MnSCU and following distribution of the
above documents to the campuses, a minimum of ten (10) days shall elapse before
a ratification vote can be taken. FA presidents shall be responsible for
determining the earliest possible date and conveying that date to the IFO
Office. The IFO President shall set the
date for the state-wide ratification vote.
b3. The IFO state office shall provide the
format for written paper ballots to the FAs which must be used for the
ratification vote. [Board 2/8/08]
c. Polls
c1. Polls shall be closed at 4 PM and the
vote count on each campus shall be reported to the IFO Office no later than 6
PM.
d. Results of the Voting
d1. Campus-by-campus results, along with the
statewide totals, shall be announced to the membership.
d1.1 Strike votes are an exception to the above
rule.
d2. Ratification vote ballots shall be delivered
to the IFO state office within 10 days of the vote and shall be destroyed sixty
(60) days after publication of results.
G. Letters of
Understanding (LOU)
1. A LOU is an addition to the Agreement between
IFO and MnSCU and remains part of that Agreement until modified in future
Agreements or another LOU.
2. No letter of understanding with the
3. The IFO President must sign each LOU.
H. Memorandum of Agreement (MOA)
1. A
memorandum of agreement is a one-time agreement that permits an action that
would otherwise be contrary to the IFO/MnSCU Agreement. Special circumstances
must justify such a one-time MOA.
2. Wording
a. Each MOA must begin with the following statement or its equivalent: The
Memorandum of Agreement is entered into this ___ day of ____________, _____, by
and between the
b. Each MOA must conclude with the following statement or its equivalent: The
parties further agree that this Memorandum of Agreement pertains only to the
situation described above, is non-precedential for other or similar
circumstances, and shall never be used as evidence in any grievance,
arbitration or other dispute between the parties.
3. Campus
MOA Procedure
a. The FA shall communicate with the DLR about any proposed MOA from
their campus.
b. The FA President shall consult with faculty directly impacted by
the MOA and obtain their signature when it is required to implement the MOA.
c. The FA President must sign the MOA or notify the IFO state office
that he/she refuses to do so, and forward it to the State IFO Office.
d. The FA President shall notify the DLR that he/she has signed the
MOA and provide any information requested by the DLR.
e. The DLR shall see that the campus FA is provided with a fully
executed copy of the MOA for the campus records.
4. State
IFO Office Procedure
a. The President and the DLR shall review each MOA and assure that
the FA President is consulted.
b. The DLR may advise the President as to advisability of signing the
MOA.
c. The President shall determine whether or not to sign the MOA and
will inform the FA President.
d. Should the President decide not to sign the MOA, the FA President
may appeal the decision to the IFO Board which shall have authority to order
the President to sign. If the President
wishes to sign the MOA, over the objections of the FA President, the FA
President may appeal the decision to the IFO Board which shall have the
authority to order the President not to sign.
e. The President’s signature is binding.
I. Authorization of Strike
1. When
necessary, the Board shall supervise a strike authorization vote.
2. A
strike vote shall be taken by secret ballot. Notice of the vote shall be
announced at least two days in advance of the scheduled vote. Absentee ballots
shall be made available according to rules established by the local
Association. The Board shall be authorized to call a strike by an affirmative
vote of a majority of members voting, plus a majority affirmative vote on at
least four campuses, or by a two-thirds majority of members voting.
3. Strike
vote totals shall not be published.
[Chapter XIII revised per Board Motion
9/15/06].
CHAPTER XIV: RECALL OF THE PRESIDENT
A. Recall of the
President
1. A recall of the President may be initiated by
petitions submitted to the IFO Secretary containing valid signatures of 25
percent of the membership on each of five or more campuses.
2. Recall Election Procedure
a. Within 30 days of receipt of the petitions by
the IFO Secretary, the IFO Board of Directors must call for a vote of the
membership on the question of removal from office.
b. Notification to all members of the pending
recall election must be made four weeks prior to the recall election.
c. The election must be held within six weeks of
the certification of the petition, at a time when all campuses are in regular
session, but not during the first four weeks of the fall term.
3. A majority vote of those voting shall affect
recall and a vacancy in the office of President shall exist.
4. Voting
a. Voting shall be by paper ballot.
b. Polls shall be closed at 4 PM and the vote
count on each campus shall be reported to the IFO Office no later than 6 PM.
5. Results of the Voting
a. Campus-by-campus results, along with the statewide totals, shall
be announced to the membership.
c.
Ballots shall be sent to the IFO state office within 10 days
of the vote and shall be destroyed
sixty (60) days after publication of
results.
[Chapter XIV
revised per Board Motion 9/15/06].
A. Referendum
1. Referendum petitions to the IFO Board
proposing a specific action or proposal will be considered if signed by
one-third of the IFO membership.
2. If the Board does not undertake the action or
adopt such a proposal in substance at the next meeting, after receipt of the
petition, the matter must be submitted to the IFO membership for a secret
ballot referendum if it does not conflict with the provisions of the IFO
Constitution or the contract. [Membership
4/8/08]
3. A majority of those IFO members voting shall
be sufficient to decide the matter and the Board shall be bound by the result
of the referendum.
4. Voting
a. Polls shall be closed at 4 PM and the vote count on each campus
shall be reported to the IFO Office no later than 6 PM.
5. Results of the Voting
a. Campus-by-campus results, along with the statewide totals, shall
be announced to the membership.
d.
Ballots, if any, shall be destroyed sixty (60) days after
publication of results.
[Chapter XV
revised per Board Motion 9/15/06].
CHAPTER
XVI: AMENDMENTS (of IFO Articles)
A. Amendments
1. These articles may be amended by a majority
affirmative vote of the IFO members voting on such amendments and, in addition,
shall require a majority affirmative vote on a majority of the campuses where
ballots are cast.
2. Amendments shall be proposed either by
recommendation of two-thirds of the members of the IFO Board of Directors or by
recommendation of a majority of the members of a General Delegate Assembly, or by
a petition signed by at least five percent of the IFO membership.
3. Written notice of a proposed amendment shall
be submitted to the IFO members at least 30 days before a scheduled vote of the
membership on such amendments.
4. Normally,
constitutional changes proposed by the Board shall also be voted on by the
membership in the presidential election.
5. The
model ballot prepared by the IFO Office shall include the wording of all
proposed changes and a place to indicate yes or no.
6. Voting
a. Polls shall be closed at 4 PM and the vote count on each campus
shall be reported to the IFO Office no later than 6 PM.
7. Results of the Voting
a. Campus-by-campus results, along with the statewide totals, shall
be announced to the membership.
b.
Ballots, if any, shall be destroyed sixty (60) days after
publication of results.
[Chapter XVI
revised per Board Motion 9/15/06].
A. Governance
B. Relationship with MnSCU
1. The
IFO shall cooperate with MnSCU and the Chancellor’s Office to promote and
develop the biennial program of the state universities, to establish and revise
goals and objectives, and to develop long-range and strategic plans.
2. The
IFO shall establish a professional relationship with MnSCU and the Chancellor’s
Office in order to work toward increased faculty involvement in the governance
of the MnSCU system.
3. When
vacancies occur on the MnSCU Board of Trustees, the IFO Board may endorse
candidates to fill the vacancies.
C. Statewide Meet and Confer (M&C)
1. The
M&C team shall be the IFO President or his/her designee and the local FA
presidents or their designees.
2. IFO
shall request a statewide M&C with MnSCU at least four times each year.
3. Agenda
a. The Board shall determine its items for the agenda of the
statewide M&C at its last meeting prior to the M&C.
b. Suggestions of items for the statewide M&C agenda should come
from FA presidents, chairpersons of Standing Committees, the president and
members of the Board.
c. Items may be added to the agenda at the pre-M&C meeting of the
IFO team with unanimous consent.
4. Whenever
necessary, the Board will develop statewide positions on matters to be
discussed at M&C.
5. A
report of every statewide M&C shall be communicated to the membership.
D. Joint MnSCU/Faculty Task Forces and
Committees
1. Where
there are to be appointments to statewide joint MnSCU/Faculty committees or
other groups, there must first be a statewide M&C on the establishment of
such committees or groups. Prior to the establishment of such committees or
groups, there must be a mutually agreed-upon written description of the charge,
composition, and timelines of the committee or group, along with a sunset
clause. In a crisis or emergency situation, as agreed to by the EC, such
committees may be temporarily established until agreed upon at the next
scheduled M&C. If agreement is not reached at statewide M&C, the
temporary committee will be disbanded. In any event, the IFO must be provided
in advance a proposed draft description of the charge, composition, and
timelines of the committee or group, along with a sunset clause.
2. The
Executive Committee shall serve as an appointments committee for statewide
committees.
3. The
IFO shall seek MnSCU’s agreement to reimburse the expenses of faculty
representatives to MnSCU task forces.
[Chapter XVII
revised per Board Motion 9/15/06].
A. Fiscal Policies
1. Financial
records, except for audited annual financial statements that are kept permanently,
shall be retained for seven years.
B. Financial Assets
1. Investment
of IFO Funds [See Appendix]
a. The Board shall approve an investment policy for IFO funds. This
investment policy shall be reviewed annually by the Board at the first Board meeting
of the calendar year.
b. Treasurer’s Advisory Committee (TAC)
b1. The Board shall appoint a Treasurer’s
Advisory Committee, the membership of which
shall include the Treasurer, the IFO
Controller, and four members of the Board.
b2. The Treasurer’s Advisory Committee shall
meet a minimum of once/semester at a time to coincide with scheduled Board
meetings. These meetings shall be
scheduled and called by the Treasurer at least one month in advance.
b3. The duties of the Treasurer’s Advisory
Committee shall include establishing (and
annually reviewing) an
investment policy to present to the Board, to advise the Treasurer on budgetary
issues, and to review the annual budget prior to consideration by the Board.
b4. The terms of the Treasurer’s Advisory
Committee membership shall coincide with
their
appointment term to the Board. A Board
member may serve up to two
consecutive terms
on the Treasurer’s Advisory Committee.
The Treasurer shall serve
as the chair
of this committee throughout her/his term as Treasurer. [Board 4/26/07]
c. Funds
c1. Reserve Fund
c1.1 The Board shall maintain a reserve fund to
aid in emergency situations, possible fiscal shortfalls, and the cash flow of
the organization.
c1.2 Reserve funds shall be partitioned as
follows:
1)
Operating Cash. Short-term investments,
such as interest bearing checking accounts, shall provide working capital for
the organization. The working capital
accounts shall be kept at an amount equal to one month of operating
expenses. Short-term funds in excess of
short-term needs shall be moved to cash reserves. [Board 2/8/08]
2)
Cash Reserves. Medium-term investments,
such as money market accounts and certificates of deposit, shall provide working
capital during periods when cash disbursements exceed dues revenues. The cash reserves should be kept at an amount
equal to finance the operations over the largest period without revenues, which
is five months, as of February 2007.
Funds not needed for medium-term needs shall be moved to long-term
investments. [Board 2/8/08]
3)
Long-term Investments, such as index mutual funds, shall
provide growth of assets at a higher risk than short-term and medium-term
investments but at a relatively low risk of loss. Long-term investments may be sold to fund
needs approved by the IFO Board of Directors.
[Board 2/8/08]
c1.3 At the end of each fiscal year, any
unexpended funds of that year and the interest earned on investments, shall go
into the reserve fund.
c1.4 A permanent reduction in the reserve fund
balance shall require a two-thirds affirmative vote of the Board. The term permanent reduction does not apply to a
single-year expenditure.
c1.5 The Board may appropriate some of the
reserve funds held as long-term investments for a special purpose fund if
approved by a two-thirds vote of the Board.
[Board 2/8/08]
C. Annual Budget
1. The
fiscal year shall be July 1 through June 30.
2. The
Board shall give preliminary approval to the annual budget. The GDA will give
final approval in even-numbered years. In odd-numbered years, the Board shall
set the budget no later than May 15.
a.
Each Standing Committee shall submit its budget request for
the following fiscal year no later than February 1.
a1. Standing Committees may carry forward to
the next fiscal year the unused portion of its budget for a special purpose with
the approval of the Board at its last meeting of the academic year. [Board
12/2/05]
3. During
the fiscal year the Board may augment or reduce amounts in line items in the
budget as it deems necessary.
4. For
proposed capital expenditures in excess of $5,000, the Board shall be provided
with financial analysis and data prior to the meeting at which the proposal
will be considered. [Board 12/2/05]
5. Expenditure
Policies
a. Official Travel Expenses
a1. Transportation
a1i. Allowable
personal automobile expenses for official IFO business in any fiscal
year
shall be reimbursed on the basis of the IRS Standard Rate per mile.)
[Board
10/12/06]
a1ii. The Board
shall establish the reimbursement rate for travel to and from the GDA by
delegates and alternates.
a1iii. Except for
Delegate Assemblies, an individual shall be reimbursed for the actual reasonable
cost of a rented vehicle or airfare fees incurred to attend a regularly
scheduled meeting or other IFO activity.
a1iv. The IFO
will reimburse a member who incurs either automobile service call expense or
collision costs not covered by insurance while traveling on official business.
The limit on such reimbursement is $500 per incident.
a2. Meals
a2i. Reimbursement for food (meals) shall be limited
to the equivalent of State of
a3 Alcohol
a3i. Reimbursement of expenditures for alcohol
shall be determined by the local Faculty Associations with regard to use of
campus funds. If local money is used for
alcohol, receipts must be provided delineating the amounts for alcohol.
a3ii. Reimbursement of expenditures for alcohol
shall be allowed at the state IFO level at a rate of up to ten dollars ($10.00)
per day for each individual. Receipts
must be provided delineating the amounts for alcohol. [Effective Date Tuesday,
December 5th, 2006, Board 12/1/06]
This reimbursement limit shall also apply to group meetings (such as
committee meetings) when alcohol is paid for by a staff member’s credit card or
charged to a hotel room or account. Any
receipts submitted for group purchases must include the names of members (and
staff) for whom alcohol is purchased.
Service gratuities shall be included in these limits and in no case
shall the organization reimburse gratuities that exceed 22% of the total
service. [Effective date of change
3/1/08, Board 2/8/08]
a4. Lodging
a4i. Normally lodging will be arranged and paid
directly by the IFO state office. When
not paid directly by the IFO state office, lodging will be reimbursed at
reasonable actual rates through submission of receipt.
a5. Other Expenses
a5i. Reimbursement for other travel expenses,
such as parking and taxis, shall be at cost.
Receipts are required for such reimbursements in excess of ten dollars.
a6. Out-Of-State Travel
a6i. Reimbursement for out-of-state travel
expenses incurred while on IFO business must be approved in advance by the IFO
EC.
a7. Where a receipt is unavailable, an
affidavit provided by the IFO State Office is
required.
b. IFO
President
b1. IFO shall reimburse MnSCU for the
President’s release time, as agreed to in the IFO/MnSCU Agreement. The
President shall receive her/his base pay from her/his home institution. The IFO shall pay the President for the
additional amounts (if any) as indicated below. [Board Motion 1/26/06]
b1.1 At the beginning of each Presidential term,
the President’s IFO base salary shall be set at the highest of either 135.7% of
her/his faculty base salary or the IFO minimum as described below. (While the 135.7 % was arrived at by
looking at a faculty schedule of 168 duty days plus 60 additional it does not
imply a set number of work days, vacation days etc. but does imply year round
work as necessary to do the job.) After that,
any increases the President would have received, even retroactively, in her/his
faculty salary shall be added to her/his IFO base salary. [Board Motion
10/29/98 4/28/2000 and 1/26/06.]
b1.2 IFO Minimum: The IFO minimum Presidential salary is set at
$90,000, for the 2004-2006 term, and is to be increased by Board resolution for
each subsequent two-year term to reflect the average increase in faculty
salaries during the preceding two years. [Board Motion 1/26/06] The IFO Presidential minimum salary for the
FY06-08 term shall be set at $95,400 (reflects a 6% increase achieved in the
FY05-07 contract). [Board Motion
4/27/07]
b1.3 Calculation of the IFO minimum Presidential
salary shall take place at the start of each presidential term. If a President serves two consecutive terms,
her/his salary shall not be reduced as a result of this calculation. [Board Motion 4/27/07]
b2. During the transition period between
presidents, the IFO shall pay actual salary and expenses of the President-elect
for a period not to exceed 10 duty days, in June of the year in which the
presidential election occurs. [Board
b3. The IFO President shall be provided a
taxable housing allowance if he/she must maintain a second residence in the St.
Paul/Minneapolis metropolitan area during his/her term of office. Housing allowance is set each year on July 1
to the average rent for a two bedroom apartment in
b4. In addition to actual business mileage,
the IFO President will be reimbursed for no more than 40 trips home, per year,
at the IRS rate. [Board Motion 12/2/05 and 1/26/06]
b5. The IFO Presidential compensation package
(salary, housing, mileage) shall be subject to reporting as defined by IRS
regulation. [Board Motion 12/2/05 and
1/26/06]
c. Financial
Support for Local Associations
c1. Local Operating Budget
c1.1 Financial support for local Associations
shall be provided by the IFO according to the amounts as adopted with the
setting of the IFO budget.