DelegateS - PowerPoint Presentation

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DelegateS Trainingby: Mary June FloresInternal vp

September 2014Slide2

StructureSlide3

Delegate Assembly1 rep per 100 students in each graduate degree programIf all seats filled, over 150 delegates in GA

Executive Board (elected by Delegates)President official spokesperson, meets with admin & alumni, signs contracts

&

checks

Internal VP

chairs delegates, supports non-exec officers, space & internal operations, serves as back up to President (e.g. meets with admin)

Campus Affairs VPSupports and liaises with Project Coordinators, appoints students to committees, meets with ProvostExternal Affairs VPVoting member of UCSA & SAGE, advocates w/ city, state, and federal legislatorsTreasurer (Non-voting)Creates and manages GA budget, approves expenditures above $500

Structure ContinuedSlide4

Executive Board Staff (hired)Includes legislative directors, chief of staff, executive assistantNon-Exec Officers (elected)

Rules OfficerFunding OfficerEnvironmental Sustainability Officer

Graduate Council Reps

3 voting reps and 1 alternate

Structure ContinuedSlide5

Project Coordinators (hired for 2 year positions)Graduate Student Support ProjectGraduate Minority Student ProjectQueer Trans Advocacy ProjectGraduate Women’s Project

Graduate Student Parent AdvocateGraduate Social ClubGraduate Minority Outreach, Recruitment and RetentionWomen of Color Initiative

The Berkeley Graduate

Project Coordinator Assistant (part of Business Office)

Structure ContinuedSlide6

Associated Students of University of California (ASUC)Officially recognized student government at CalGA is grad arm of ASUCASUC is a 501(c)3 organization

ASUC owns businesses in Lower Sproul which generate revenueASUC student fee ($27.50/semester)

GA-ASUC MOU

Specifies fee and revenue split between ASUC-GA

If GA and ASUC take opposing stances, GA speaks for grads, ASUC speaks for undergrads

Clarifies other grad/undergrad roles of ASUC/GA

GA-ASUC RelationshipSlide7

ASUC built much of campus and at one point owned:Cal football teamCal logoCal bandCampus bookstore (still owns)

Change to semester system meant loss of financial revenue from the bookstore and financial mismanagement lead to major debtUniversity bailed out ASUC but removed ASUC’s right to have it’s own fulltime professional staff

Created the ASUC Student Union and joint oversight board called the Student Union Board

History of ASUCSlide8

Delegates’ responsibilities include:Attending monthly GA delegates meetingsAttending monthly committee meetingDelegates each get 1 alternate who can fill in for them at Delegates meetings (i.e. vote as their proxy)

Alternates may also serve on a GA committee (and are voting members)Alternates can only vote if active delegates are absent at delegate meetings

Delegates should report back to their departments and solicit feedback from their departments on key policy and advocacy issues

Delegate ResponsibilitiesSlide9

GA Internal Committees:Funding Rules External AffairsCampus Affairs Faculty Mentorship Awards

Environmental SustainabilityBudgetCampus administrative and academic committees

CommitteesSlide10

Delegates are the ultimate authority at the GACan overrule the Executive BoardControl the budget and funding for student organizationsCan remove officers and project coordinators (PC)Can vote to change the bylaws and GA Charter

Can direct any officer, PC, or staff to take action or issue a statementCan remove GA reps to committeesAct as legislative arm of the GA

Delegates’ RolesSlide11

GA mission:The Graduate Assembly's mission is to improve the lives of University of California, Berkeley graduate students and to foster a vibrant inclusive graduate student community.

GA is official voice of all UC Berkeley graduate and professional students.GA shall not take any action that would threaten tax exempt status of ASUC.

Bylaws Section 1Slide12

Defines Delegate membership & must renew certification form each yearDefines ex-officio non-voting members as:PCsNon delegate/alternate graduate students serving on a committee

GA stipend-staffGrads serving in ASUC SenateASUC Student Union staff as recognized by GA

Specifies attendance requirements and must have valid email on file with the GA

Bylaws Section 2Slide13

Specifies who are elected officersElected officers may not serve as delegates/alternatesDelegates and Exec Board can direct officers to take actionIf directions contradict, Delegates trump Exec BoardElections for officers can take place between March-May (unless vacancy mid-year)

Only delegates can nominate candidates, including selfRecall rules are in the GA CharterExec Board can vote to withhold stipends for any GA personDelegates can override

Bylaws Section 2 continuedSlide14

Annual budget Officers submit budget proposals by March 1 to Budget Comm.Specifies officers roles and dutiesExec Board reviews job descriptions annually

Graduate Council RepsElected by delegatesTake directed action from delegates, Exec Board, or CAVPCan be a delegate or alternate but not any other GA position

Can be recalled by 2/3 votes of Delegates

Bylaws Section 2 continuedSlide15

Project CoordinatorsIn addition to job descriptions, delegates can direct PCsExec Board can hire stipend staff positionsMust strive to reflect diversity of grad population in hiring

Must give priority to graduate student hires

Bylaws Section 2 continuedSlide16

Regular Delegates meetingsAre first Thursday of every month with following exceptions:Sept meeting is on 2

nd ThursdayNo meeting in January and June-AugustQuorum is defined in the CharterSpecial meetings can be called – see Charter for rules

There must be public notice of meetings and publicly available minutes from meetings

All meeting materials must be posted 1 week in advance

changes can be made after this date to posted material

Officers, Grad Council Reps, and Workgroup chairs give reports each meeting

Officers cannot vote or make motions, Chair breaks ties thoughBylaws Section 3Slide17

Defines GA Committees and how new committees can be madeCommittee membership Voting members can only be graduate studentsCan invite other ex-officio membersMin 3 voting members, max of 15

No proxy votes allowedQuorum is 50% + 1Committee or Workgroup ChairsSelected by the committee except where officer is chair via dutiesVice chairs can be selected if needed

All committee and workgroup meetings and minutes are public

But can vote to go into close session if necessary

All materials must be posted 1 week in advance

Bylaws Section 4Slide18

Committee/Workgroup chairs must present budget by March 1Defines internal GA Committee dutiesDefines Exec Board membership and powers including:The Executive Board may act on behalf of and

not as the Delegate Assembly on matters of immediate concern when the Delegate Assembly is not is session. Matters of immediate concern are those matters on which the Delegate Assembly would normally

take action

but which require urgent attention, and for those matters for

which the

financial or legal circumstances have changed significantly since

the last Delegates Assembly sessionThese decisions are subject to delegates review, modification, or reversalIf a committee cannot meet/act, Exec Board may act on its behalf.Bylaws Section 4 ContinuedSlide19

Defines the GA Projects and that PC hires are for 2yrsPCs must report at least once a semester to DelegatesAnd end-of year report to Exec Board

PCs must submit proposed annual budget by Feb. 15Exec Board or Delegates can authorize search for a PCDefines search membership

Removal requires 2/3 votes for Exec Board and Delegates

Bylaws Section 5Slide20

Defines Sustainability standards for the GADefines rules for approving student group fundingDefines Resolution types as:Standing policyDirected action

Budget amendmentBylaws amendmentFunding procedureCharter amendmentDelegates, alternates, or officers may author resolutions

Resolutions are referred to committees for review and then voted on at following delegates meeting

¾ vote of delegates can suspend this rule and fast-track a vote on a resolution during the meeting the resolution is introduced

Bylaws Section 6Slide21

Sample Agenda:Approve minutes and agendaRefer resolutions to committeeAnnouncementsOfficer reportsAdvocacy discussion

Funding approvalsResolution approvalsMeetings run using Robert’s RulesSee Robert’s Rules cheat sheet posted on GA website

Delegates MeetingsSlide22

See sample from previous meetings at ga.berkeley.edu/delegates/meeting Template available on GA websiteFor help with writing a resolution email Mary June (MJ) Flores at

internal@ga.berkeley.eduResolutionsSlide23

GA advisor for Delegates housed in the LEAD CenterChris Wong LEAD Center also helps advise student organizations and does leadership development programsLocated at 102 Hearst Gym

Business Office at Anthony HallHelps with processing funding applications and reimbursementsStaff of 7 provides support for GA and PC related events (

ie

: NGSO, NGMSO, socials, workshops, etc.)

LEAD Center & DelegatesSlide24

Questions?