Employee Advisory Council Bylaws


ARTICLE I: NAME

The name of the Council shall be Georgia Regents Enterprise Employee Advisory Council. (Hereafter in this document, the term Employee Council shall refer to Georgia Regents Enterprise Employee Advisory Council which consists of the Medical Associates, Medical Center and University).

ARTICLE II: PURPOSE & FUNCTIONS

The purpose of the Employee Council is to serve as a representative of non-faculty employees in an advisory capacity to employees and enterprise leadership on matters and policies that impact the employees

To accomplish this purpose, the council shall:

  • Facilitate and maintain open lines of communication and act as a conduit for information sharing to ensure employees are well informed
  •  Advocate concerns by acting as a liaison to resolution
  •  Promote and encourage professional growth
  •  Plan and coordinate activities to build community and employee engagement and satisfaction
  •  Review policies, programs and procedures consistent with the changing demands

The Employee Council is open to all comments and recommendations and does not serve as a substitute for the enterprise formal grievance procedures.

ARTICLE III: STRUCTURE

 The Enterprise will be divided into sections. Each section will have a committee to represent the views of the employees within the section. Each committee will include a predetermined number of representatives (based on # of employees) that will be nominated and voted on by the entire enterprise.

 Each Committee will nominate a Chair, Vice-Chair, Treasurer and Secretary. That Chair and Vice-Chair, will serve on the Executive Board. The Executive Board will also include the Chair of each standing Sub-Committee. The non-voting members from Human Resources and Legal Affairs will also be members of the Executive Board.

 The committees will be: Augusta University Staff Committee, Georgia Correctional Health Care Employee Committee, Georgia Regents Medical Center Employee and Management Committee, Georgia Regents Medical Associates Employee Committee. Two standing subcommittees’ will be created, Employee Activities Sub-Committee and Communications Sub-Committee. The membership of the Sub-committees will be selected by the four Committees. Ad Hoc Committees will be established as needed and disbanded when they have fulfilled the purpose for forming the Committee.  

The hierarchy of the EAC 

*The Communications Sub-Committee will work with a representative from Communications & Marketing on all communication  items.

ARTICLE IV: MEMBERSHIP

The Employee Council will have four non-voting representatives, three from Human Resources and one from Legal Affairs to serve as administrative resource representatives.

Section I. Elected Representatives

 Qualifications

1. Representatives must be regular non-faculty employees with benefits eligibility status.

2. Representatives must have completed one (1) year of continuous service in a regular, benefits eligible position at Georgia Regents by April 1 of the election year.

3. Representatives must have a positive performance appraisal on file for the current year with an overall rating of meets expectations or above.

Terms of Office

Two (2) year term beginning in July. At the end of each twelve months of membership, the council will re-open for nominations and new council members will be selected. Each member will serve a maximum of two consecutive terms.

The Employee Council will elect a chair at the first meeting of the fiscal year. The Chair should be elected from those members who are beginning their second year of service on the council, with the exception of the first year of the Council’s inception.

Vacancies

If a vacancy occurs through resignation or dismissal from the Employee Council or termination of employment:

A confidential list of runner-up candidates will be developed at the time of election and maintained by the Executive Board. The Chair of the Executive Board will contact candidates to determine willingness to serve in the event of a vacancy and until all vacancies are filled (that person selected will only complete the term of the vacated position).

Attendance & Dismissal from Council

Constituent Petition

  • A representative can be removed from office by his or her constituents.
  • A signed petition from at least half the representative’s constituents shall be presented to the Employee Council.
  • Following validation of the petition, a special vote by the constituents shall be held.
  • A two-thirds majority shall be sufficient to remove the representative.

Failure to Meet Employee Council Performance Expectations

  • Possible causes of expulsion shall include, but not be limited to, the following:
    • o   Non-attendance (more than 2 meetings).
    • o   Failure to report Employee Council activities to constituents the representative is elected to represent.
    • If a member must miss a meeting, they shall alert the executive chair secretary at their earliest convenience.
    • After the second absence, the employee will be contacted by the chair to re-evaluate the member's commitment to the council. Non-attendance can result in removal from the council.
    • Disruptive behavior may result in immediate removal from the council.

ARTICLE V: NOMINATIONS, ELECTIONS, AND VOTING

A. General.

The nominations, elections, and voting processes shall be handled by the Elections Sub-Committee. Approval of eligibility for each nominee will be verified through Human Resources. The nomination/voting process will begin no earlier than April 15 and end no later than June 15. Representatives will be elected by simple majority and take office July 1. In the event of a tie, a runoff election shall be held.

B. Nomination Procedures

1. Electronic communication will be distributed to all non-faculty employees to solicit nominations for the general election no earlier than April 15.

2. Nominations must be submitted no later than April 30.

3. Upon verification of eligibility by the Elections Sub-Committee, nominees will be notified by email or telephone and asked to confirm willingness to serve on the council.

4. Interested nominees must receive written approval from supervisor to be included on the ballot.

C. Voting Procedures

1. Electronic ballots will be distributed June 1 and returned no later than June 15.

2. Notification of results will be distributed electronically within eight (8) business days of the voting deadline.

ARTICLE VI: EXECUTIVE BOARD DUTIES & RESPONSIBILITIES

The Executive Board will also elect officers, including a Chair, Vice-Chair, Secretary, and Treasurer. Members of the Executive

Board will be responsible for the following:

1. The Chair will:

a. Preside at all regular and special meetings and enforce all regulations and policies of the Enterprise Employee

Advisory Council.

b. Preside over the Executive Board and be responsible for preparing the committee structure.

c. Serve as an ex-officio member on all Council committees

2. The Vice-Chair will:

a. Preside in the absence of the Chair.

b. Assist committees as needed.

c. Call a meeting of any Committee that is not fulfilling its responsibilities and establishing organization by dictum.

3. Secretary will:

a. Record & distribute minutes of all Executive Board meetings.

b. Distribute agenda for the upcoming meeting to all representatives at least five (5) working days before next scheduled meeting.

c. Notify Board members of regular monthly and special called Board meetings.

 4. Treasurer will:

a. Record all Board transactions with descriptions in a ledger.

b. File expenses with the Foundation for reimbursement.

c. Purchase any items voted on by the Board.

d. Notify Board of balance of funds at all Board meetings.

e. Provide all Board members with a copy of the current/ending FY ledger at the end of each fiscal year (for events).

5. Immediate Past Chair will:

a. Serve as advisor to the Board.

b. Serve as ex-officio member of the Board in an advisory capacity if not an active member.

6. Representatives will:

a. Make themselves known to their constituents.

b. Inform constituents of contact information.

c. Solicit staff‘s concerns on related matters to be forward to the Board for review, discussion, and/or action.

d. Perform duties as assigned.

 ARTICLE VII: MEETINGS

  •  Executive Board will meet monthly.
  •  Each committee will meet at least once bi-monthly or as needed.
  •  Full Employee Council will meet quarterly.
  •  Invited guests will be notified by Secretary of the date, time, and location of the meeting he/she is requested to attend.
  •  Special meetings may be called by the Executive Board as needed.

 

ARTICLE VIII: AMENDMENTS TO THE BYLAWS 

Employees may propose amendments to these bylaws at any time by submitting a petition with the proposed changes to the Board for consideration at a regular Board meeting. The petition must be signed by at least twenty (20) percent of all employees. Proposed amendments in conflict with Augusta University, Georgia Regents Health System and the University System of Georgia policies, or state or federal laws shall be so documented and returned to the petitioners. The Board will review the proposed amendment and, if endorsed by a majority of the council members, forward to the President’s Cabinet for consideration and approval.