COUNCIL OF FEDERAL EEO
AND CIVIL RIGHTS EXECUTIVES
CHARTER AS OF 8/13/2001 WITH
LATEST AMENDMENTS (AS OF 10/26/04, WHICH ARE INDICATED IN BOLD)
I. Name
The name of this organization shall be the Council of Federal EEO and Civil Rights Executives, hereinafter referred to as the Council.
II. Introduction
The Council, which was founded in December 1993, is comprised of EEO and Civil Rights Directors from all Departments and major agencies within the federal government. However, additional membership will be offered to EEO experts.
III. Mission Statement
To
provide leadership to Equal Employment Opportunity professionals in EEO, civil
rights, and diversity, and effect improvement in these areas throughout the
federal government.
IV. Objectives
The Council will:
A. Take a leadership role in EEO, Affirmative Action, Alternative Dispute Resolution (ADR), and diversity issues affecting the federal government and serve as a catalyst for change within the federal sector.
B. Communicate by its actions a reputation for excellence.
C. Advocate improved efficiencies in equality in the federal sector.
D. Network and share information and resources to reduce the isolation of agency EEO Directors with each other and within their own agencies.
E. Provide input to Congress, the Equal Employment Opportunity Commission, the Office of Personnel Management, the U.S. Civil Rights Commission and other federal agencies and/or committees/groups on issues affecting equal opportunity and civil rights in the federal government.
F. Act jointly with other civil rights organizations on issues related to eliminate barriers to equal access and opportunity, to identify opportunities for innovation, and to find common ground, which can be pursued together for the benefit of the civil rights community.
V. Duties and Responsibilities
A. To undertake or participate in studies; to identify issues and problems and to make reports, proposals, resolutions, and recommendations for solving problems consistent with the objectives of the Council.
B. To establish liaison and work with other organizations dealing with EEO and civil rights. The Council may designate representatives to attend meetings of other organizations to provide interchange of communications with such groups.
C. To support the objectives of EEO and civil rights in the federal sector.
D. To influence legislation related to Title VII and other civil rights statutes.
E. To develop regular contact with the Equal Employment Opportunity Commission, the Department of Justice, the Office of Personnel Management, and other agencies that play a key role in developing EEO policies.
F. To promote and facilitate training programs by developing an information and training resource library.
VI. Membership
A. Active Members: rather than limiting these members to Principal EEO Officials, EEO offices will decide who will be representing them. In addition, allow representatives to send designees when they (the representatives) are unable to attend the monthly meetings. Said designees will be able to perform all the duties of the representatives while attending the meetings. However, there should be consistency in the persons attending Council meetings to allow for better utilization of time and resources. For purposes of VIII(a & i), active members are those who have attended at least fifty percent of the Council meetings during the pertinent 4 year period.
B. Advisory Members: may be appointed by the Chair of the Council or by vote of Active Members at a regularly scheduled meeting. Advisory Members shall be persons who are currently employed in the areas of EEO, civil rights, diversity, as well as in other specialized fields such as law, academia, social work, etc. Such members shall serve the Council by providing their expertise. They may participate at meetings and proceedings and as subcommittee members, but will not be eligible to vote or hold elective office.
C. Members-at-Large: Individuals who do not meet either of the above membership categories and who wish to support the goals of the Council shall be eligible to be Members-at-Large. They will be elected by majority vote of the Active Members in attendance at a regularly scheduled monthly meeting. They may participate at meetings and proceedings and as subcommittee members, but will not be eligible to vote or hold elective office.
VII. Meetings and Internal Affairs
A. Meetings shall be conducted in accordance with Robert’s Rules of Order as amended, unless suspended by the Chair or by majority vote of the Council.
B. Regular and special meetings of the Council and the Executive Committee shall be called by the Chair or by the Vice-Chairs, in the Chair’s absence. Regular meetings of the Council will generally be held once a month.
C. Council members shall attend regularly scheduled monthly meetings and actively participate in meeting and committee activities.
VIII. Elections
A. All officers will be elected by majority
vote of the active members of the Council (see VI(a)). The offices will consist of a Chair, two
Vice-Chairs, a Treasurer, and
a Secretary. The officers of the
Council shall form the Executive Committee.
Elections of officers will be held every four years at the
November meeting, and announced at the December meeting. As of 10/26/04, the position of Treasurer
remains inactive.
B. Each candidate running for office must be an active members, must have attended at least fifty percent of the Council meetings during the pertinent 4 year period, and must be present to accept nomination unless he/she has submitted a letter to the Nominating Committee stating willingness to serve the office nominated for.
C. The Nominating Committee shall submit a list of candidates for each position on election date. They shall strive to obtain more than one candidate for each position. The Committee will not make any recommendations or comments, but must have the acceptance of each person nominated. The functions of the Nominating Committee terminate upon presentation of such list. Candidates can also be nominated from the floor.
D. The nomination and election of officers
shall be in the following order: Chair, two Vice-Chairs, a Treasurer,
and a Secretary.
E. The Chair shall appoint three tellers, who are not candidates for any office, to conduct the election and to count the votes.
F. In the event that no candidate receives a majority vote, voting shall continue until one candidate receives a majority.
G. Vacancies, other than for Council Chair(s), among the elected officers shall be filled by election at the meeting following the date in which the vacancy occurred by a 2/3 vote of the Executive Committee. The successful candidate(s) shall conform to the requirement of VIII(b) of this Charter and shall serve the unexpired term.
H. Officers, other than the Council Chair(s), who fail to attend three consecutive Council meetings, and who do not designate an alternate to attend the meetings for them, or who fail to perform the duties assigned to their positions by this Charter, will be removed by a 2/3 vote of the Executive Committee. The motion to remove an officer can only be introduced by a member of the Executive Committee.
I. Issues concerning VIII(g-h) of this Charter pertaining to the Council Chair(s) shall be handled by the convocation of a Nominating Committee, which conforms to VII (a-c, e-f) of this Charter. The motion to remove the Council Chair(s) can only be entertained after a 2/3 vote of the active members, as defined in VI(a). Vacancies for this position shall be filled no later than two meetings after the vacancy occurs. The successful candidate(s) shall serve the unexpired term.
IX. Duties of the Executive Committee
A. The Executive Committee shall consist of
the Chair, two Vice-Chairs, a
Treasurer, and a Secretary. Of
course, any officer can add Council members to the Executive Committee on an ad
hoc basis. No officer shall hold the
same office for more than two consecutive terms or eight years.
B. The duties of the officers shall be such as are designated for their respective offices in Robert’s Rules of Order, in addition to any specific responsibilities delegated to them by this Charter.
C. The Co-Chairs shall:
1. Coordinate group efforts of the organization and chair the regular and Executive Committee meetings.
2. Set the agenda for all meetings.
3. Serve as the principal points of contact for the Council.
4. See that the provisions of the Charter are carried out.
5. Appoint committee members and ad hoc committees as necessary.
D. The Vice-Chairs shall:
1. In the absence of the Co-Chairs, act on their behalves and otherwise assist them.
2. Coordinate the committees and chair the membership committee.
E. The Treasurer:
1. Collect all funds paid to the Council and keep a detailed account of all receipts and expenditures, a complete report of which he/she shall submit to the Council quarterly. All withdrawals from the treasury shall be by checks signed by the Treasurer and by either the Chair or one of the Vice-Chairs. Should the Treasurer be incapacitated, the Chair and the Vice-Chairs may sign the checks.
2. Prepare an annual budget and present it at the meeting following the annual election.
F. The Secretary shall:
1. Handle all official correspondence, file records and communications. Upon the expiration of his/her term, the Secretary will turn over to his/her successor all the records so gathered.
2. Record the proceedings of the meetings of the Council and the Executive Committee.
3. Keep a permanent record of the minutes and agendas of all previous meetings and have them available, upon the request of any member.
4. Ensure agendas are prepared and disseminated to all Council members seven days prior to each meeting.
5. Maintain a current roster of membership.
6. Designate an alternate when the Secretary will not be able to attend a regularly scheduled meeting.
X. Standing Committees
B. The Membership Committee shall:
Publish adequate information about the Council and avenues for membership; review the credentials of perspective members, recommending the appropriate membership category; and, prepare and update an informational brochure of the Council for distribution to the public.
C. The Nominating Committee shall:
1. Receive and tabulate all nominations for the various offices for which elections are to be held and present them to the Council at its last meeting of the year.
2. Submit to the Council a list of candidates for each position by election day. They are to make every attempt to obtain more than one candidate for each position. The committee will not endorse or oppose any candidate. The function of the Nominating Committee terminates upon their presentation of such list.
D. The Publicity Committee shall:
Plan and execute a publicity program for the Council.
E. Ad Hoc Committees
1. Ad Hoc Committees that the Executive Committee deems necessary for the implementation of the Council’s goals and objectives shall be appointed. These committees shall be dissolved upon completion of their task, but shall at no time exceed 24 months.
XI. Amendments
A. The Charter may be amended by a 2/3 vote of the Executive Committee, except VIII(i) which requires a 2/3 of the active members who are present and voting.
XII. Dues
A. In the event that membership dues are proposed, the exact amount of the dues will be determined by a 2/3 majority of the members in attendance at the meeting when the proposal is made. Once set, the dues can only be changed by a 2/3 majority vote at a Council meeting.