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THE UNIVERSITY OF CALIFORNIA LESBIAN GAY BISEXUAL TRANSGENDER INTERSEX ASSOCIATION
Constitution
Ratified by General Assembly February 16, 2002
Amended by General Assembly February 17, 2007

Article I
PURPOSE

We, the University of California Lesbian, Gay Bisexual, Transgender and Intersex Association (UCLGBTIA), shall exist for the purpose of supporting and promoting of the University of California community with respect to diverse sexual and/or gender orientations. Further, we shall exist to create a positive environment conducive to the well-being of the members of the community.

Article II
MEMBERSHIP

Membership of the UCLGBTIA includes, but is not limited to, faculty, graduate students, undergraduate students, staff, and alumni of the University of California campuses. Campuses shall be defined as one of the following - UC Berkeley, UC Davis, UC San Francisco, UC Santa Cruz, UC Irvine, UC Los Angeles, UC Merced, UC Riverside, UC San Diego, UC Santa Barbara, UC Lawrence Livermore National Laboratory, UC Lawrence Berkeley National Laboratory, UC Los Alamos National Laboratory, and UC Office of the President. In the support and promotion of the diversity of the heretofore-mentioned community, the UCLGBTIA shall actively encourage the participation and representation of all its members with respect to their various life experiences and/or viewpoints. Membership in the UCLGBTIA shall not indicate the sexual orientation or gender identity of the member.

Article III
NON-DISCRIMINATION CLAUSE

The UCLGBTIA, in compliance with Titles VI and VII of the Civil Rights Act of 1964, Title 9 of the Education Amendments Act of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967 and the Age Discrimination Act of 1975, does not discriminate on the basis of race, color, national origin, religion, sex, handicap, or age in any of its policies, procedures, or practices; nor does the UCLGBTIA, in compliance with Section 402 of the Vietnam Era Veterans Readjustment Act of 1974 and Section 12940 of the State of California Government Code, discriminate against any of its members, employees or applicants for employment because they are special disabled veterans or veterans of the Vietnam Era, or because of their medical condition (cancer-related), as defined in Section 12926 of the California Government Code, their ancestry, or their marital status; nor does the UCLGBTIA discriminate on the basis of citizenship, within the limits imposed by law or University of California policy; nor does the UCLGBTIA discriminate on the basis of sexual orientation or gender identity. This non-discrimination policy shall cover membership, access, and treatment in UCLGBTIA programs, activities, and application and treatment in UCLGBTIA employment.

Article IV
CONFIDENTIALITY

The UCLGBTIA shall respect the confidentiality of its members due to the sensitive nature of sexual and gender identity issues.

Article V
STRUCTURE

The UCLGBTIA shall consist of two bodies: the General Assembly and the Steering Committee.

Article VI
THE GENERAL ASSEMBLY

The General Assembly is the highest governing body of the UCLGBTIA.

A. Membership
The General Assembly shall consist of all members. Any member of the UCLGBTIA may propose action to the General Assembly. The General Assembly shall meet at least annually. The General Assembly coincides with the annual UCLGBTIA Conference, currently held in February each year, hosted by an academic campus.

B. Voting
When possible, briefings on issues before a particular General Assembly shall be mailed to known campus organizations prior to the General Assembly. Any issue to be voted on at the General Assembly shall be electronic mailed or otherwise communicated to be received before the General Assembly’s annual meeting begins. If this procedure is not possible then a notice shall be posted at the General Assembly at least one day before voting.

Quorum is defined as at least one northern UC campus, one Southern UC campus and three other UC campus delegations present at the General Assembly.

Voting in the General Assembly shall be organized by UC campus. Each campus shall have four votes. The responsibility of dividing the four votes of each UC campus shall be left to the discretion of each UC campus' delegation. At the General Assembly votes a UC campus delegation may register one of three values: yea, nea, or abstain.

[A Yea indicates the campus delegation has read the proposed issue, understands the proposed issue, and supports the proposed issue. A Nea indicates the campus delegation has read the proposed issue, understands the proposed issue, and does not support the proposed issue. An Abstain indicates the campus delegation has either not read the proposed issue or does not understand the issue, or does not feel qualified to support or oppose the issue.]

Issues shall be passed by one of two procedures: by regular decision or by special decision. Regular decision is a simple majority (50% + 1 yeas) of quorum. Special decision is 75% (yeas) of quorum. There shall be no proxy voting; decisions shall be rendered by UC campus delegations present.

Article VII
THE STEERING COMMITTEE

A. Purpose
The purpose of the Steering Committee shall be to decide upon agenda items for the General Assembly, to conduct the administrative business and carry out the policies and activities of UCLGBTIA when the General Assembly is not in session, as well as to insure the continuity of the UCLGBTIA. The Steering Committee shall be responsible for the accounting and administering of UCLGBTIA funds.

B. Composition of Steering Committee

1. Campus Representatives
The Steering Committee shall consist of two representatives from each member campus. Members of the Steering Committee shall be chosen from each campus' UCLGBTIA general membership as the campus sees fit. Campuses may also choose alternates. Representatives shall serve terms of, at least, one year, with term limits defined by each campus. Steering Committee representatives shall be expected to attend all regular Steering Committee meetings.

2. Diversity
It is strongly recommended that the Steering Committee representatives shall be a mix of students/staff/faculty/alumni, gender identities and/or orientations, sexual identities and/or orientations, people of color, different socio-economic classes, physical abilities, religious views, and other underrepresented groups.

3. Meetings of the Steering Committee
The Steering Committee shall meet during the Annual Conference & General Assembly, and at least one other time in an academic year. Meetings of the Steering Committee shall be open to all interested in supporting the work of the UCLGBTIA, unless executive session is called by a majority of Steering Committee members present or by proxy.

The Steering Committee may call executive meetings and limit attendance to itself and to those individuals it chooses to invite.

4. Meeting Announcement
Meetings shall be announced not less than one (1) month prior to the meetings.

5. Location
As much as possible, facilities of individual campuses shall be used for events. For sake of fairness and ease of travel, an even rotation between Northern and Southern California meeting locations is suggested.

6. Quorum
A quorum shall exist in the Steering Committee when at least five campuses are present or have registered a proxy.

7. Officers
The Steering Committee shall elect the following officers:

a. Chair
b. Vice Chair
c. Student Chair
d. Secretary

8. Qualifications for Officers
Steering Committee Officers shall be members of the UCLGBTIA for at least one (1) academic period (defined as a quarter or semester) and have attended at least one Steering Committee meeting prior to their election. The Student Chair must be an undergraduate or graduate UC student.

9. Terms of Offices. Duties and Responsibilities of Officers Defined:

a. Chair/Vice Chair/Student Chair- (referred to collectively as “co-chairs”) shall be elected by the Steering Committee

i. Co-Chairs shall be responsible for setting meeting agendas and notifying the Recording Secretary.
ii. Co-Chairs shall be responsible for running meetings in an orderly fashion.
iii. Co-Chairs shall be responsible for directing and maintaining communication with designated Chairs of Working Groups of the Steering Committee.
iv. Co-Chairs shall be responsible for maintaining a liaison with UC Office of The President, UC Students Association, UC LGBTI alumni groups and other campus, administration office or UC-affiliated organizations on designated Steering Committee work.
v. Co-Chairs shall be responsible for maintaining a liaison with other non-UC organizations on designated Steering Committee work.
vi. Co-Chairs shall be responsible for being the main external spokespersons for the statewide organization. In consultation with the Steering Committee, Co-Chairs shall compose or delegate responsibility for composing letters, public statements and press releases in the name of the organization.

b. Recording Secretary (referred to as Secretary) shall be elected by the Steering Committee.

i. Secretary shall be responsible for recording proceedings of all Steering Committee meetings and General Assembly, the distribution of this record to all Steering Committee members and, upon approval, the distribution to all general members in a timely manner.
ii. Secretary shall be responsible for maintaining a record of all correspondence and press releases as an independent archive for reference.
iii. Secretary shall be responsible for notifying members of Steering Committee meeting details and agenda; and for coordinating this duty with the meeting/conference host campus.
iv. Secretary shall be a sitting representative with voting rights for their home campus on the Steering Committee.

C. Decision-Making Process

1. Meetings shall be conducted by modified Roberts Rules of Order and a modified consensus/voting decision-making process.
2. When possible, the Steering Committee shall render decisions by the process of consensus. Where consensus on issues is not possible, a vote of Steering Committee representatives shall be required.
3. Similar to voting in the General Assembly, issues shall be voted upon by one of two procedures: regular decision or special decision. Regular decision shall be simple majority (50% + 1 Yeas) of quorum. Special decision shall be 75% (Yeas) of quorum.
4. Proposals regarding changes in governance of UCLGBTIA or its Constitution shall require a special decision vote of Steering Committee representatives, and be ratified by the General Assembly when it is next convened.
5. Only official Steering Committee representatives shall make decisions or vote on behalf of their campus. However, all persons attending the Steering Committee meeting shall be able to participate in discussions.

D. Delegation of Authority

1. Authority to convene General Assembly

a. The Steering Committee shall delegate its authority for the Annual Conference and General Assembly to be held at a host UC Campus each academic year.

The Host campus shall be responsible for

i. Arranging a local committee to oversee all aspects of Conference and General Assembly,
ii. Fundraising to carry out Conference and pre/post work, and
iii. Providing frequent updates on Conference developments to the Steering Committee.

2. Authority to conduct financial matters
The Steering Committee shall retain the authority to conduct financial matters.

3. Other delegation
The Steering Committee shall assume new authorities and delegate its other authorities as it deems necessary.

E. Election of Steering Committee Officers

Election of Officers within the Steering Committee shall be defined in the following manner:

1. Time of election
Elections shall take place at the Spring Steering Committee meeting.

2. Nominations for Officers
Nominations shall be solicited at the General Assembly and advertised not less than four (4) months prior to the time of elections.

3. Proxy Votes
Signed, sealed votes or nominations by proxy shall be permitted. Any member may challenge the legitimacy of any proxy vote. The Chair shall rule on the legitimacy of the proxy vote.

4. Voting body
The voting body shall consist of the Steering Committee representatives present [in person] or by proxy at the time of elections.

5. Voting procedures

a. Nominations
Nominations shall be made by any member of UCLGBTIA. If they accept the nominations, nominees shall agree to serve, if elected.

b. Voting
Voting shall be conducted by secret ballot, unless there is a successful motion for a voice vote. In case of a tie, the Steering Committee shall revote on successive ballots until a decision is made.

6. Vacancy of Office
Special appointments shall be made by the Steering Committee to fill vacancies should they occur.

7. Duration of Term

a. All officers shall serve two-year terms. Officers and work group chairs may serve for a maximum of 2 consecutive terms.

b. The Chair and Vice Chair shall serve two-year terms. The Student Chair
shall serve a one-year term. Officers and workgroup chairs may serve for a maximum of 2 consecutive terms.

c. Co-chairs shall share duties as leaders of the Steering Committee. During each election, a new Vice Chair shall be selected and the former Vice Chair shall become the Chair.

8. Removal From Office
Officers shall be able to be removed from office prior to the end of their term by a regular decision of the Steering Committee. Removal of officers shall be considered only under extraordinary circumstances including, but not limited to, abuse or inappropriate use of power, embezzlement of funds, or acting contrary to the purpose or process of the UCLGBTIA as stated in its Constitution.

F. UCLGBTIA Finances

1. Financial Records
The financial records of the UCLGBTIA shall be available to any individual or organization upon request, maintaining individual confidentiality if names are non-germane.

2. Signatures
All disbursement of the UCLGBTIA monies shall require the signature of, at least, one of the Co-Chairs and one other Steering Committee member.

3. Authorization
Individuals who are not members of the Steering Committee shall not allowed to conduct UCLGBTIA financial business.

4. Funding Sources
At the inception of these By-laws there are zero funds held by UCLGBTIA in a system-wide account. The Steering Committee shall seek such status, if and when deemed appropriate. Until such time, the only funds used by UCLGBTIA shall be those raised at the campus level and/or by individual donations.

G. Dues
The Steering Committee shall assess membership dues only with concurrence of a majority of the general assembly attending an annual General Assembly meeting. The amount and frequency shall be determined by the Steering Committee, subject to approval of the membership. The Steering Committee shall impose sanctions, including suspension of voting privileges against those members who are derelict in their payment of dues.

Article VIII
ADDITIONAL MEETINGS

Any member of the UCLGBTIA General Assembly or Steering Committee shall propose any additional meetings of the Steering Committee by contacting any Steering Committee representative on any campus. The meeting shall be arranged as soon as feasible. In the case of an additional meeting, a quorum shall be defined as in Article VI, Section B.

Article IX
WORKING GROUPS

Working Groups shall be formed as needed to address tasks and/or issues. Any member shall form a Working Group. A Working Group shall be chartered by a decision of the Steering Committee or the General Assembly. Once chartered, the Working Group shall be considered an official body of the UCLGBTIA and shall be accountable to the Steering Committee and its officers. Working Groups shall be dissolved by a decision of the General Assembly, the Steering Committee, or by the Working Group itself.

Article X
ADVISORY POSITIONS

The UCLGBTIA shall empower itself to create Advisory Positions as necessary.

Article XI
AFFILIATION AND LEGAL/FINANCIAL STATUS

The UCLGBTIA shall define its relationship to the University of California by a special decision of the General Assembly. The UCLGBTIA shall define its relationship with all other groups or organizations by a regular decision of the General Assembly. The UCLGBTIA shall empower itself to choose its legal/financial status by a special decision of the General Assembly.

Article XII
INSTITUTIONS

The UCLGBTIA shall empower itself to create institutions in order to ensure its own longevity and continuity. These may include, but are not limited or bound to, funding, a newsletter, event calendars, maintenance of a communications network, an archive, and outreach/visibility programs.

Article XIII
AMENDMENTS

The Constitution of the UCLGBTIA shall be amended, repealed, or replaced in part or whole by a Special Decision vote at any UCLGBTIA meeting, with ordinary restrictions on voting privileges prevailing. Decisions shall be ratified by the General Assembly.

A. Provisions
Amendments must be presented to the General Assembly not less than one (1) month prior to the vote.

B. Enactment of Amendments
Amendments shall come into effect immediately upon approval by the General Assembly.

Article XIV
MEMBER CAMPUS STATUS PROCESS

Ratification of the UCLGBTIA Constitution requires at least three-fourths affirmative vote from a UC campus delegation. Upon ratification, that UC campus shall, thenceforth, be considered a member campus of the UCLGBTIA.

Copyright 2007 www.uclgbtia.org