I. Organization

A. Membership

The Council on the Status of Women shall be composed of no less than twenty (20) members chosen/representative as follows:

  1. Four (4) EPA Non-Faculty;
  2. Four (4) General Faculty;
  3. Four (4) SPA Employees;
  4. Two (2) Off-Campus Employees (for example, Industrial Extension, Cooperative Extension, Sea Grant, Small Business Technology & Development Center)
  5. Two (2) Graduate Students, with one representing the Graduate Student Association;
  6. Two (2) Undergraduate Students, with one representing the Student Senate;
  7. One (1) representative from the Faculty Senate;
  8. One (1) representative from the Staff Senate;
  9. Up to two (2) at large faculty representatives, up to three (3) at large staff representatives (SPA or EPA non-Faculty), and up to three (3) at large student representatives (graduate or undergraduate); and
  10. At least one or more ex officio representatives chosen from, but not limited to, the Office of Institutional Equity and Diversity (OIED), Women’s Center, Human Resources, Women’s and Gender Studies, and Association of Women Faculty (AWF). The immediate past-Chair shall serve one year as an ex-officio member.

Members are nominated/appointed by the Provost or Provost’s designee. Members shall serve two year terms. Members in good standing may serve additional terms. Individuals interested in membership on the Council may submit a letter of interest to the attention of the Chair for the Council on the Status of Women.

B. Officers

The Council shall select from its voting membership a Chair, Chair-Elect, Secretary, Treasurer, and Webmaster, each of whom shall serve for a term of one year until a successor is elected. Officers may be re-elected for one additional term. If a vacancy occurs in any of these offices, the Council shall elect a person to serve for the remainder of the unexpired term. Officers shall report planned meeting absences to the Chair and Chair-Elect prior to Council meetings, so that a substitute may be designated.

Chair – The Chair shall schedule meetings, set meeting agendas in consultation with other officers and committee chairs, identify and appoint committees and committee chairs in consultation with the Chair-Elect and full Council, serve as an ex officio member of some event and issues committees, review minutes prior to presentation to the full Council, coordinate reports from Council committees, and report to the Provost on Council activites and recommendations.

Chair-Elect – The Chair-Elect shall serve as Chair in the event the Chair is unable to attend Council meetings or functions, assist the Chair in identifying and appointing committees and committee chairs, serve as an ex officio member of some event and issues committees, and coordinate any Council awards or special recognitions. The Chair-Elect will assume duties as Chair the year following service as Chair-Elect.

Secretary – The Secretary shall prepare meeting agendas in consultation with the Chair and other officers, record minutes of Council meetings, present meeting minutes to the Chair for review, provide copies to the Webmaster for the Council’s webpage, and provide copies for members at Council meetings.

Treasurer – The Treasurer shall work with the Council’s Administrative Liaison to prepare budgets for Council events and activities, prepare reports for events and activities after their conclusion, and report to the full Council on any monies allocated to the Council and collected from Council activities.

Webmaster – The Webmaster shall maintain the Council’s webpage, including the Council membership and committees, monthly updates of agendas and minutes, materials for Council events, Council reports, and other materials at the discretion of the Council.

Administrative Liaison – The Administrative Liaison is an administrator appointed by the Provost and is responsible for relaying pertinent information to the Provost.

C. Elections

The Council shall elect the incoming Chair and Chair-Elect at the last meeting of each academic year. Elections for all other officers will occur at the first meeting of the academic year.

D. Committees

The Council shall designate committees based on issues identified during the first meeting of the academic year.

At the first meeting of each year, the Chair shall take nominations/appointments for members of the committees and a chair for each committee. The Chair or Chair-Elect will also serve as an ex-officio member on Council committees.

II. Meetings

A. Regular Meetings

There shall not be fewer than eight (8) regular meetings of the Council each year (e.g. at least four (4) meetings per semester). These meetings shall be held on such dates and times as determined by the Council. Any matter of business may be considered at a regular meeting. All Council meetings shall adhere to the provisions of the Open Meetings Law as it pertains to campus groups operating under the provision of UNC General Administrative Memorandum 363. The meeting schedule for the semester shall be developed during the first meeting of each semester. Upon agreeing to serve on the Council, members must commit to attending three-fourths of the annual meetings.

B. Special Meetings

A special meeting of the Council may be called by the Chair for any reason with good faith effort to notify all members of the Council.

C. Agenda

The agenda for every meeting shall be prepared by the Secretary in consultation with the Chair and the Committee Chairs, and posted to the Council website. Any final action taken on agenda items will require a majority vote of Council members.

D. Conduct of Business

To vote on Council business, a quorum shall be present. A quorum shall be more than fifty (50) percent of voting members. A majority of those present can pass a vote.

The Chair shall preside over all regular and special meetings of the Council. In the absence of the Chair, the Chair-Elect will preside over meetings. In the rare instance both the Chair and Chair-Elect are absent, an officer shall preside.

All members of the Council, except the Council’s Administrative Liaison, may vote on all matters coming before the Council for consideration. In special circumstances, as determined by the Chair, members may vote by email ballot.

Except as modified by specific rules by the Council, Robert’s Rules of Order Newly Revised (latest edition) shall constitute the rules of parliamentary procedure applicable to all meetings of the Council and its committees.

E. Minutes

The Secretary shall take minutes of all meetings of the Council. The Webmaster shall post all meeting minutes to the Council’s website and preserve all minutes, papers, and documents pertaining to the business and proceeding of the Council.

Within a reasonable period after each meeting of the Council, the Secretary shall coordinate posting of the minutes to the website and notify Council members that they are there.

F. Reporting

The Council through the Chair shall report to the Provost on an annual basis, or more frequently if needed, on Council activities and recommendations.

III. Rights and Responsibilities

The Council on the Status of Women is an advocacy group whose charge is to identify and respond to issues affecting women in the NC State community. The Council on the Status of Women will:

  1. Make decisions on which issues the Council will act upon using criteria by which decision will be made. Criteria will be developed within the Council body.
  2. Issues that the Council decides to address will be dealt with in a timely manner and a “minimum standard of action”, defined by the Council body, will be taken.

IV. Amendments of Bylaws

These bylaws may be amended at any regular or special meeting of the Council by an affirmative vote of a quorum of the Council with substance of the amendment being filed in writing with the Chair and a copy provided to each member of the Council.

[Adopted 3/20/02, amended 3/21/2013.]

See also: