EAC Bylaws Revisions and Election Procedures from the EAC Election Bylaws Committee 9/16/15

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2 EAC Bylaws Revisins and Electin Prcedures frm the EAC Electin Bylaws Cmmittee 9/16/15 DRAFT revisins t Bylaws: - Page 1: Add EAC banner - Page 1: Change spelling f By-Laws t Bylaws t be cnsistent with ther cunty rganizatins such as MPO and EMS Advisry Cuncil - Page 4 and 8: Remve electins text including the campaigning guidelines t be replaced with a ntatin t refer t the plicies adpted each year, n later than the July meeting. - Page 6: Add language that the delegate rster may be updated during the year as needed due t rganizatinal r staffing changes. DRAFT 2015 Electin Prcedures: - Changed 5 t 6 candidates fr primary electin - Add prvisin that campaigning via is nt permitted. - Changed dates t mnth nly (e.g. Nvember fr general electin instead f 2 nd payday in Nvember) - Add nline vting inf - Add 5:00 p.m. cutff time fr ballt submissin

3 Revisins Adpted September 16, 2015 added r revised remved [ add EAC banner header ] BY-LAWS BYLAWS OF EMPLOYEES' ADVISORY COUNCIL TO THE PERSONNEL BOARD OF THE PINELLAS COUNTY UNIFIED PERSONNEL SYSTEM February 2011 Article I NAME This bdy shall be knwn as the Emplyees' Advisry Cuncil t the Persnnel Bard f the Pinellas Cunty Unified Persnnel System, hereinafter called the Cuncil r EAC. Article II STATEMENT OF PURPOSES AND OBJECTIVES Sectin 1 The express purpse f the Emplyees' Advisry Cuncil, acting as a representative bdy f all classified emplyees, shall be t serve in an advisry capacity t the Persnnel Bard, management and their fellw emplyees. Sectin 2 T imprve understanding between management and emplyees, the Cuncil shall render assistance bth t management and their fellw emplyees. 1. Members f the Cuncil are urged t assist in reslving prblems between emplyees and management where such assistance wuld nt interfere r interrupt the general prcedures set frth in the rules dealing with such matters. 2. Where there is evidence f unjust r unnecessary treatment invlving a grup f emplyees, the Cuncil shall investigate and attempt t reslve the matter with thse parties invlved. 3. When cnditins warrant, and with the apprval by the Cuncil, the Appinting Authrities may be invited t any Cuncil meeting fr discussin f mutual prblems r infrmatin sharing. In additin t any such meeting, infrmal discussin between the Appinting Authrities and the Advisry Cuncil are encuraged. Sectin 3 The Cuncil is charged with develping and recmmending ideas related t wrking cnditins, mrale, public image, efficiency, emplyee safety, emplyee insurance prgrams, and ther emplyee related benefits. Sectin 4 Furthermre, n member f the Cuncil shall use it as a means fr persnal r plitical gain, nr shall the Cuncil as a whle take part in any mvement nt in keeping with the real purpse and bjective f the Cuncil. Page 1 f 8

4 Article III MEMBERSHIP Membership f this Cuncil shall cnsist f fifteen (15) members. Article IV MEETINGS Sectin 1 MEETINGS: Nrmally there shall be regular mnthly meetings f this Cuncil n the third (3rd) Wednesday f each mnth. Said meetings t be held at 2:30 p.m. at a designated lcatin. Sectin 2 SPECIAL MEETINGS: Special meetings may be held at the call f the Chairpersn r Vice Chairpersn, by the request f at least eight (8) members f the Cuncil, r by the Directr f Human Resurces. Sectin 3 NOTICE: Nrmally at least three (3) days ntice f each special meeting shall be furnished t each member f the Cuncil. Sectin 4 ORDER OF BUSINESS: The rder f business at regular meetings shall be: 1. Call t Order 2. Rll Call and Intrductin f Guests 3. Apprve Minutes f Previus Meeting 4. Cmmittee Reprts 5. Old Business (unreslved issues) 6. New Business (issues brught up fr the first time) 7. Adjurnment Sectin 5 QUORUM: Eight (8) f the members cnstitute a qurum fr the transactin f business. Sectin 6 VOTING: Every member f the Cuncil shall have the right and be entitled t ne vte, in persn, upn every prpsal prperly submitted t vte at any meeting. Cuncil members may vte n an individual prpsal by Prxy by sending an t the Chair with the Prxy s name prir t vting. Page 2 f 8

5 Article V COUNCIL COMPOSITION MEMBER COMPOSITION: The Cuncil shall be cmpsed f fifteen (15) members t be apprtined as fllws: Tax Cllectr - One (1) Member Clerk f the Circuit Curt - Tw (2) Members Prperty Appraiser - One (1) Member Supervisr f Electins - One (1) Member Representative At Large - One (1) Member Other Appinting Authrities - One (1) Member Bard f Cunty Cmmissiners - Eight (8) Members TOTAL EAC MEMBERS - Fifteen (15) Members One Cuncil member shall be elected frm each f the fllwing: (1) TAX COLLECTOR (1) CLERK OF CIRCUIT COURT GROUP 1 - NORTH COUNTY (1) CLERK OF CIRCUIT COURT GROUP 2 - SOUTH COUNTY (1) PROPERTY APPRAISER (1) SUPERVISOR OF ELECTIONS (1) REPRESENTATIVE AT LARGE appinted by a qurum f the 14 EAC Elected Members (1) OTHER APPOINTING AUTHORITIES (Cnstructin Licensing Bard, Cunty Attrney, Human Rights, Human Resurces, Planning Cuncil, Business Technlgy Services) (8) BOARD OF COUNTY COMMISSIONERS GROUPS 1-8 GROUP COMPOSITION: The Cuncil shall establish the cmpsitin f each Grup accrding t gegraphical, rganizatinal and numerical cnsideratins, in a manner that will best serve the established purpses and bjectives f the Cuncil. TERM: Cuncil members shall serve tw (2) year terms. The cmmencement f each term shall be staggered s that n mre than eight (8) f the Cuncil seats will need t be filled thrugh a regular electin at ne time. HUMAN RESOURCES DEPARTMENT'S ROLE: In additin t the duly elected members f the Cuncil, the Directr f Human Resurces r his/her designee shall act in an advisry and liaisn capacity t the Cuncil. Sectin 2 QUALIFICATIONS: The members shall have been emplyed fr at least ne year by Pinellas Cunty as a permanent emplyee f the classified service. Sectin 3 DUTIES: The duties f the Cuncil members shall be t transact all business brught befre the Cuncil fr said Cuncil's dispsitin. Page 3 f 8

6 Sectin 4 POWERS TO ELECT OFFICERS: The Cuncil, at their December meeting each year, shall elect a Chairpersn, a Vice Chairpersn, and a Secretary. These fficers will take ffice at the first scheduled meeting in January. Sectin 5 REMOVAL OF OFFICERS AND/OR MEMBERS: Any fficer and/r member may be remved by the Cuncil whenever, in the judgment f the Cuncil, the best interest f the Cuncil will be served thereby, by a tw thirds (2/3) vte f the Cuncil, after tw (2) weeks ntice and reasn fr remval t the members f the Cuncil and the Human Resurces Directr. Members missing three (3) cnsecutive mnthly meetings r six (6) meetings ver a twelve (12) mnth perid shall have a review by the Cuncil with the pssible actin f remval. Sectin 6 ANNUAL REPORTS: The Chairpersn shall present his/her respective reprt f peratin f the Cuncil fr the preceding year, at the December meeting f the Cuncil. Sectin 7 ELECTION PROCESS: It shall be the respnsibility f the Emplyees' Advisry Cuncil t establish, with the apprval f the Persnnel bbard, the electral prcess fr all parties elected t said Cuncil and fr Cclassified service emplyees within the Unified Persnnel System aspiring t be elected t the Cuncil. The Cuncil shall appint an Electins Cmmittee t versee this electin prcess including the respnsibility f supervising the Primary and the General Electins. The Electins Cmmittee shall cnsist f three cuncil members nt up fr reelectin. It shall be the Electins Cmmittee's respnsibility t versee the vting prcess dispense, cllect and tally all ballts, as well as addressing and investigating any irregularities in the campaign, nminatin and ballting vting prcesses and referring them t the Cuncil fr dispsitin. The Electins Cmmittee shall cnduct each electin annually in accrdance with the plicies and prcedures apprved by the Emplyees Advisry Cuncil each year. The plicies and prcedures shall be apprved by the Emplyees Advisry Cuncil n later than the July meeting. The fllwing are general rules and guidance gverning actins prir t actual electins: Ntificatin f the upcming Primary and General Electins shall be sent t appinting authrities, delegates and bulletin bards the first week in September. Candidates fr electin can self-nminate r be nminated by a persn frm any Delegate Area within the same EAC grup by submitting a nminatin frm t the Human Resurces Department. "Campaigning" is cnfined t c-wrkers in all delegate areas within the nminee's wn grup. Emplyees must btain apprval f departmental management prir t becming a candidate fr the electin. Campaign activity will permit candidates t get supprt frm emplyees in ther delegate areas f their grup and must be cnducted in accrdance with "EAC Campaign Plicies and Guidelines". Each candidate will be asked t prvide brief infrmatin abut themselves and a statement addressing why he r she wuld like t be elected t the Cuncil. This infrmatin will be distributed t vters with their ballts during the Primary and General Electins. Page 4 f 8

7 1. A Primary Electin will be held nly if the Electins Cmmittee deems ne is necessary t reduce the number f candidates running in the General Electin. In n case will a Primary Electin be held if there are five (5) r fewer qualified candidates fr a grup. If a Primary Electin is deemed necessary fr a grup, the electin shall ccur the secnd payday in September. Official ballts and cpies f each candidate's cmpleted nminatin frm fr that grup shall be distributed with paychecks t thse delegate areas up fr electin. There will be ne fficial ballt issued fr each permanent, classified emplyee. The delegate fr the area shall mnitr the ballting. Cmpleted fficial ballts frms must be returned t the EAC Electins Cmmittee c/ the Human Resurces department, n later than clse f business furteen (14) days after distributin f the ballts. Only fficial ballt frms will be cunted by the Electins Cmmittee n the fllwing Tuesday. The three (3) nminees with the mst vtes frm that grup will be candidates fr the General Electin in Nvember. In the event a tp vtegetter declines r is disqualified, the persn with the next highest number f vtes will be added t the General Electin ballt. Additinal nminees will be included in the General Electin ballt in event f a tie fr the final eligible candidate. 2. The General Electin fr grup Cuncil members shall ccur the secnd payday f Nvember. Official ballts and cpies f each candidate's cmpleted nminatin frm fr that grup shall be distributed t emplyees in thse delegate areas up fr electin. There will be ne fficial ballt issued fr each permanent, classified emplyee. The delegate fr the area shall mnitr the ballting. Cmpleted fficial ballts frms must be returned t the EAC Electins Cmmittee c/ the Human Resurces department in the self-addressed envelpe prvided by the Cmmittee. Ballt frms nt returned in this manner r vtes nt n an fficial frm will nt be cunted. All cmpleted fficial ballt frms must be returned n later than clse f business furteen (14) days after distributin. They will be cunted by the Electins Cmmittee the fllwing Tuesday. 3. Electins Cmmittee members and ballt cunters will certify the results f the ballting. 4. All electins will be based n a plurality fr a winning decisin. In case f a tie, ne run-ff will be held tw (2) weeks later amng thse invlved. In the event f anther tie, the winner will be decided by lt. 1.5 When a vacancy arises in any grup f the Cuncil, the Cuncil has the ptin f either selecting a "spkespersn" wh will fill the rle until the next annual electin, r selecting the remaining eligible candidate with the secnd mst vtes in the last General Electin fr that grup. If the cuncil selects the remaining eligible candidate with the secnd mst vtes in the last General Electin, the new Cuncil member will have cmplete vting privileges and will serve fr the unexpired term f the frmer member. Instead f selecting the remaining eligible candidate with the secnd mst vtes in the last General Electin, the Cuncil shall have the authrity t appint, by twthirds (2/3) vte f the existing Cuncil members, a spkespersn frm the affected Grup t speak n behalf f the emplyees affected by the vacancy. Any Cuncil member may nminate an emplyee fr discussin and vte. Under this ptin, this persn will nt vte n Cuncil business unless there is at least six mnths remaining n the riginal term vacated, if s the Cuncil may grant vting Page 5 f 8

8 rights. At the next annual electin, a replacement shall be selected fllwing nrmal electin prcedures regardless f whether r nt that grup was scheduled fr electin that year. The new Cuncil member will have cmplete vting privileges but, if necessary will face re-electin the fllwing year in rder t return the grup t its scheduled electin cycle. 26. The At Large Representative shall be appinted by a qurum f the ther 14 representatives n the Cuncil fllwing the electin f fficers. This representative shall serve fr a tw-year term and is eligible fr reappintment by a qurum vte f the Cuncil at the end f each tw-year term. This representative shall meet the same emplyment qualificatins as the ther representatives n the Cuncil and shall be subject t the same remval prcedures as the ther members n the Cuncil. Sectin 8 The Cuncil members shall, with apprval f the affected Appinting Authrities, determine the number f delegate areas necessary t adequately represent emplyees in an EAC grup. Delegates shall be selected in a manner prescribed by the Cuncil and the appintments made with the apprval f the Cuncil. The delegate rster shall be updated in January f each year r as needed due t rganizatinal r staffing changes. Cuncil members are respnsible fr assuring that each f the delegate areas in their grup is staffed. New delegates are intrduced at the March delegate meeting. Sectin 9 A classified emplyee wh believes that inapprpriate activities, such as vilatin f campaign rules, vter fraud, vter cercin, ballt stuffing, etc., have significantly affected a primary r general electin, may file a written cmplaint t the Electins cmmittee, which shall investigate the matter and present a reprt t the chairpersn. If, in its reprt, the Electins Cmmittee finds merit in the cmplaint, the chairpersn shall schedule a meeting, within ten wrking days, fr the entire Cuncil, during which it shall review the Electins Cmmittee reprt and cnsider what actin t take regarding the situatin. After cnsidering the evidence presented, and the greater gd t all cncerned, the Cuncil, with the supprt f tw-thirds vte f thse vting, may require a new electin in the EAC grup(s) affected. Page 6 f 8

9 Article VI OFFICERS Sectin 1: OFFICERS' DUTIES: Officers f the Cuncil shall perfrm the fllwing duties: Sectin 2: The CHAIRPERSON shall: 1. Preside at all meetings f the Cuncil. 2. Make all Cmmittee appintments. 3. Be a member Ex-Offici f all cmmittees. 4. Represent the Cuncil n any external cmmittees, wrking grups, r ther similar activities within Cunty gvernment wherein Cuncil participatin has been designated r invited. 5. Perfrm all ther duties pertaining t the Office f the Chairpersn. Sectin 3: The VICE CHAIRPERSON shall: 1. Act as Chairpersn in his/her absence. 2. Perfrm all ther duties pertaining t the Office f Vice Chairpersn as prescribed by the Chairpersn and/r the Cuncil. Sectin 4: The SECRETARY shall: 1. Recrd the minutes f all meetings. 2. Take attendance recrds at all meetings. 3. Maintain Cmmittee reprts. 4. Perfrm such ther duties as may be delegated by the Cuncil f the Chairpersn. 5. Publish apprved minutes fr distributin. Page 7 f 8

10 Article VII COMMITTEES Sectin 1: The Chairpersn shall appint members f the Cuncil t serve n cmmittees. Sectin 2: All cmmittees will furnish verbal reprts at all subsequent meetings until cmpletin r release. Article VIII OPERATIONAL YEAR The peratinal year f the Cuncil shall be January 1 f ne calendar year thrugh December 31 f the same calendar year. Article IX RULES OF ORDER "Rbert's Rules f Order" shall be the parliamentary authrity fr all matters f prcedure nt specifically cvered by these By-Laws Bylaws. Article X AMENDMENTS The Cuncil may later amend, revise, add t, r repeal these By-Laws Bylaws and/r adpt new By-Laws Bylaws at pleasure by a tw thirds (2/3) vte f the members f the Cuncil after tw (2) weeks ntice t the members and the Directr f Human Resurces and apprval f the Persnnel Bard. EAC CAMPAIGN POLICIES AND GUIDELINES 1. All candidates wh have btained permissin frm departmental management shall receive a cpy f the EAC's campaign plicies. Fr further clarificatin r questins, please cntact the EAC Electins Cmmittee. 2. Candidates may campaign at their wn r ther wrk sites by distributing campaign literature r discussing campaign issues. Hwever, campaigning shall nt interfere with emplyees perfrmance f their fficial duties. 3. Campaign literature may cnsist f psters, flyers r handuts and shuld be psted nly in break areas and n bulletin bards. Handuts may be distributed during the emplyees' lunch r break perids and limited t areas nt devted t the perfrmance f the emplyees' fficial duties. Page 8 f 8

11 BYLAWS OF EMPLOYEES' ADVISORY COUNCIL TO THE PERSONNEL BOARD OF THE PINELLAS COUNTY UNIFIED PERSONNEL SYSTEM Article I NAME This bdy shall be knwn as the Emplyees' Advisry Cuncil t the Persnnel Bard f the Pinellas Cunty Unified Persnnel System, hereinafter called the Cuncil r EAC. Article II STATEMENT OF PURPOSES AND OBJECTIVES Sectin 1 The express purpse f the Emplyees' Advisry Cuncil, acting as a representative bdy f all classified emplyees, shall be t serve in an advisry capacity t the Persnnel Bard, management and their fellw emplyees. Sectin 2 T imprve understanding between management and emplyees, the Cuncil shall render assistance bth t management and their fellw emplyees. 1. Members f the Cuncil are urged t assist in reslving prblems between emplyees and management where such assistance wuld nt interfere r interrupt the general prcedures set frth in the rules dealing with such matters. 2. Where there is evidence f unjust r unnecessary treatment invlving a grup f emplyees, the Cuncil shall investigate and attempt t reslve the matter with thse parties invlved. 3. When cnditins warrant, and with the apprval by the Cuncil, the Appinting Authrities may be invited t any Cuncil meeting fr discussin f mutual prblems r infrmatin sharing. In additin t any such meeting, infrmal discussin between the Appinting Authrities and the Advisry Cuncil are encuraged. Sectin 3 The Cuncil is charged with develping and recmmending ideas related t wrking cnditins, mrale, public image, efficiency, emplyee safety, emplyee insurance prgrams, and ther emplyee related benefits. Sectin 4 Furthermre, n member f the Cuncil shall use it as a means fr persnal r plitical gain, nr shall the Cuncil as a whle take part in any mvement nt in keeping with the real purpse and bjective f the Cuncil. Page 1 f 6

12 Article III MEMBERSHIP Membership f this Cuncil shall cnsist f fifteen (15) members. Article IV MEETINGS Sectin 1 MEETINGS: Nrmally there shall be regular mnthly meetings f this Cuncil n the third (3rd) Wednesday f each mnth. Said meetings t be held at 2:30 p.m. at a designated lcatin. Sectin 2 SPECIAL MEETINGS: Special meetings may be held at the call f the Chairpersn r Vice Chairpersn, by the request f at least eight (8) members f the Cuncil, r by the Directr f Human Resurces. Sectin 3 NOTICE: Nrmally at least three (3) days ntice f each special meeting shall be furnished t each member f the Cuncil. Sectin 4 ORDER OF BUSINESS: The rder f business at regular meetings shall be: 1. Call t Order 2. Rll Call and Intrductin f Guests 3. Apprve Minutes f Previus Meeting 4. Cmmittee Reprts 5. Old Business (unreslved issues) 6. New Business (issues brught up fr the first time) 7. Adjurnment Sectin 5 QUORUM: Eight (8) f the members cnstitute a qurum fr the transactin f business. Sectin 6 VOTING: Every member f the Cuncil shall have the right and be entitled t ne vte, in persn, upn every prpsal prperly submitted t vte at any meeting. Cuncil members may vte n an individual prpsal by Prxy by sending an t the Chair with the Prxy s name prir t vting. Page 2 f 6

13 Article V COUNCIL COMPOSITION MEMBER COMPOSITION: The Cuncil shall be cmpsed f fifteen (15) members t be apprtined as fllws: Tax Cllectr - One (1) Member Clerk f the Circuit Curt - Tw (2) Members Prperty Appraiser - One (1) Member Supervisr f Electins - One (1) Member Representative At Large - One (1) Member Other Appinting Authrities - One (1) Member Bard f Cunty Cmmissiners - Eight (8) Members TOTAL EAC MEMBERS - Fifteen (15) Members One Cuncil member shall be elected frm each f the fllwing: (1) TAX COLLECTOR (1) CLERK OF CIRCUIT COURT GROUP 1 - NORTH COUNTY (1) CLERK OF CIRCUIT COURT GROUP 2 - SOUTH COUNTY (1) PROPERTY APPRAISER (1) SUPERVISOR OF ELECTIONS (1) REPRESENTATIVE AT LARGE appinted by a qurum f the 14 EAC Elected Members (1) OTHER APPOINTING AUTHORITIES (Cnstructin Licensing Bard, Cunty Attrney, Human Rights, Human Resurces, Planning Cuncil, Business Technlgy Services) (8) BOARD OF COUNTY COMMISSIONERS GROUPS 1-8 GROUP COMPOSITION: The Cuncil shall establish the cmpsitin f each Grup accrding t gegraphical, rganizatinal and numerical cnsideratins, in a manner that will best serve the established purpses and bjectives f the Cuncil. TERM: Cuncil members shall serve tw (2) year terms. The cmmencement f each term shall be staggered s that n mre than eight (8) f the Cuncil seats will need t be filled thrugh a regular electin at ne time. HUMAN RESOURCES DEPARTMENT'S ROLE: In additin t the duly elected members f the Cuncil, the Directr f Human Resurces r his/her designee shall act in an advisry and liaisn capacity t the Cuncil. Sectin 2 QUALIFICATIONS: The members shall have been emplyed fr at least ne year by Pinellas Cunty as a permanent emplyee f the classified service. Sectin 3 DUTIES: The duties f the Cuncil members shall be t transact all business brught befre the Cuncil fr said Cuncil's dispsitin. Page 3 f 6

14 Sectin 4 POWERS TO ELECT OFFICERS: The Cuncil, at their December meeting each year, shall elect a Chairpersn, a Vice Chairpersn, and a Secretary. These fficers will take ffice at the first scheduled meeting in January. Sectin 5 REMOVAL OF OFFICERS AND/OR MEMBERS: Any fficer and/r member may be remved by the Cuncil whenever, in the judgment f the Cuncil, the best interest f the Cuncil will be served thereby, by a tw thirds (2/3) vte f the Cuncil, after tw (2) weeks ntice and reasn fr remval t the members f the Cuncil and the Human Resurces Directr. Members missing three (3) cnsecutive mnthly meetings r six (6) meetings ver a twelve (12) mnth perid shall have a review by the Cuncil with the pssible actin f remval. Sectin 6 ANNUAL REPORTS: The Chairpersn shall present his/her respective reprt f peratin f the Cuncil fr the preceding year, at the December meeting f the Cuncil. Sectin 7 ELECTION PROCESS: It shall be the respnsibility f the Emplyees' Advisry Cuncil t establish, with the apprval f the Persnnel Bard, the electral prcess fr all parties elected t said Cuncil and fr classified service emplyees within the Unified Persnnel System aspiring t be elected t the Cuncil. The Cuncil shall appint an Electins Cmmittee t versee this electin prcess including the respnsibility f supervising the Primary and the General Electins. The Electins Cmmittee shall cnsist f three cuncil members nt up fr reelectin. It shall be the Electins Cmmittee's respnsibility t versee the vting prcess as well as addressing and investigating any irregularities in the campaign, nminatin and vting prcesses and referring them t the Cuncil fr dispsitin. The Electins Cmmittee shall cnduct each electin annually in accrdance with the plicies and prcedures apprved by the Emplyees Advisry Cuncil each year. The plicies and prcedures shall be apprved by the Emplyees Advisry Cuncil n later than the July meeting. 1. When a vacancy arises in any grup f the Cuncil, the Cuncil has the ptin f either selecting a "spkespersn" wh will fill the rle until the next annual electin, r selecting the remaining eligible candidate with the secnd mst vtes in the last General Electin fr that grup. If the cuncil selects the remaining eligible candidate with the secnd mst vtes in the last General Electin, the new Cuncil member will have cmplete vting privileges and will serve fr the unexpired term f the frmer member. Instead f selecting the remaining eligible candidate with the secnd mst vtes in the last General Electin, the Cuncil shall have the authrity t appint, by twthirds (2/3) vte f the existing Cuncil members, a spkespersn frm the affected Grup t speak n behalf f the emplyees affected by the vacancy. Any Cuncil member may nminate an emplyee fr discussin and vte. Under this ptin, this persn will nt vte n Cuncil business unless there is at least six mnths remaining n the riginal term vacated, if s the Cuncil may grant vting rights. At the next annual electin, a replacement shall be selected fllwing nrmal electin prcedures regardless f whether r nt that grup was scheduled fr electin that year. The new Cuncil member will have cmplete vting privileges but, if necessary will face re-electin the fllwing year in rder t return the grup t its scheduled electin cycle. Page 4 f 6

15 2. The At Large Representative shall be appinted by a qurum f the ther 14 representatives n the Cuncil fllwing the electin f fficers. This representative shall serve fr a tw-year term and is eligible fr reappintment by a qurum vte f the Cuncil at the end f each tw-year term. This representative shall meet the same emplyment qualificatins as the ther representatives n the Cuncil and shall be subject t the same remval prcedures as the ther members n the Cuncil. Sectin 8 The Cuncil members shall, with apprval f the affected Appinting Authrities, determine the number f delegate areas necessary t adequately represent emplyees in an EAC grup. Delegates shall be selected in a manner prescribed by the Cuncil and the appintments made with the apprval f the Cuncil. The delegate rster shall be updated in January f each year r as needed due t rganizatinal r staffing changes. Cuncil members are respnsible fr assuring that each f the delegate areas in their grup is staffed. New delegates are intrduced at the March delegate meeting. Sectin 9 A classified emplyee wh believes that inapprpriate activities, such as vilatin f campaign rules, vter fraud, vter cercin, etc., have significantly affected a primary r general electin, may file a written cmplaint t the Electins cmmittee, which shall investigate the matter and present a reprt t the chairpersn. If, in its reprt, the Electins Cmmittee finds merit in the cmplaint, the chairpersn shall schedule a meeting, within ten wrking days, fr the entire Cuncil, during which it shall review the Electins Cmmittee reprt and cnsider what actin t take regarding the situatin. After cnsidering the evidence presented, and the greater gd t all cncerned, the Cuncil, with the supprt f tw-thirds vte f thse vting, may require a new electin in the EAC grup(s) affected. Article VI OFFICERS Sectin 1: OFFICERS' DUTIES: Officers f the Cuncil shall perfrm the fllwing duties: Sectin 2: The CHAIRPERSON shall: 1. Preside at all meetings f the Cuncil. 2. Make all Cmmittee appintments. 3. Be a member Ex-Offici f all cmmittees. 4. Represent the Cuncil n any external cmmittees, wrking grups, r ther similar activities within Cunty gvernment wherein Cuncil participatin has been designated r invited. 5. Perfrm all ther duties pertaining t the Office f the Chairpersn. Sectin 3: The VICE CHAIRPERSON shall: 1. Act as Chairpersn in his/her absence. Page 5 f 6

16 2. Perfrm all ther duties pertaining t the Office f Vice Chairpersn as prescribed by the Chairpersn and/r the Cuncil. Sectin 4: The SECRETARY shall: 1. Recrd the minutes f all meetings. 2. Take attendance recrds at all meetings. 3. Maintain Cmmittee reprts. 4. Perfrm such ther duties as may be delegated by the Cuncil f the Chairpersn. 5. Publish apprved minutes fr distributin. Article VII COMMITTEES Sectin 1: The Chairpersn shall appint members f the Cuncil t serve n cmmittees. Sectin 2: All cmmittees will furnish verbal reprts at all subsequent meetings until cmpletin r release. Article VIII OPERATIONAL YEAR The peratinal year f the Cuncil shall be January 1 f ne calendar year thrugh December 31 f the same calendar year. Article IX RULES OF ORDER "Rbert's Rules f Order" shall be the parliamentary authrity fr all matters f prcedure nt specifically cvered by these Bylaws. Article X AMENDMENTS The Cuncil may later amend, revise, add t, r repeal these Bylaws and/r adpt new Bylaws at pleasure by a tw thirds (2/3) vte f the members f the Cuncil after tw (2) weeks ntice t the members and the Directr f Human Resurces and apprval f the Persnnel Bard. Page 6 f 6

17 Emplyees' Advisry Cuncil 2015 Electin Prcedures Ntificatin: Ntificatin f the upcming Primary and General Electins shall be sent t the Appinting Authrities in September. Nminatins: Candidates fr electin can self-nminate r be nminated by a persn frm any delegate area within the same EAC grup by submitting a nminatin frm t the Human Resurces Department. Candidates must agree t participate in the electin. Apprval f departmental management is required. Campaign Plicies: Campaign activity will permit candidates t get supprt frm emplyees in ther delegate areas f their grup and must be cnducted in accrdance with the fllwing plicies: Campaigning is cnfined t c-wrkers in all delegate areas within the nminee's wn grup. Candidates may campaign at their wn r ther wrk sites by distributing campaign literature r discussing campaign issues. Campaigning shall nt interfere with emplyees perfrmance f their fficial duties. Campaign literature may cnsist f psters, flyers r handuts and shuld be psted nly in break areas and n bulletin bards. Handuts may be distributed during the emplyees' lunch r break perids and limited t areas nt devted t the perfrmance f the emplyees' fficial duties. Campaigning via Cunty is nt permitted. Fr further clarificatin r questins, please cntact the EAC Electins Cmmittee. Candidate Infrmatin Frm: Each candidate will be asked t prvide brief infrmatin abut themselves and a statement addressing why he r she wuld like t be elected t the Cuncil. This infrmatin will be distributed t vters with their ballts during the Primary and General Electins. Primary Electin: A Primary Electin will be held nly if the Electins Cmmittee deems ne is necessary t reduce the number f candidates running in the General Electin. In n case will a Primary Electin be held if there are six (6) r fewer qualified candidates fr a grup. If a Primary Electin is deemed necessary fr a grup, the electin shall ccur in Octber. Official ballts and each candidate's nminatin frm fr that grup shall be distributed t thse delegate areas up fr electin. There will be ne fficial ballt fr each permanent, classified emplyee. Cmpleted ballts must be submitted t the EAC Electins Cmmittee c/ the Human Resurces Department by 5:00 p.m. n later than furteen (14) days after the ballting perid begins. Electins Cmmittee members will certify the results f the electin. The three (3) nminees with the mst vtes frm that grup will be candidates fr the General Electin. Page 1 f 2 Adpted September 2015

18 In the event a tp vte-getter declines r is disqualified, the persn with the next highest number f vtes will be added t the General Electin ballt. Additinal nminees will be included in the General Electin ballt in event f a tie fr the final eligible candidate. General Electin: A General Electin fr grup Cuncil members shall ccur in Nvember. Ballts and candidates infrmatin frms fr that grup shall be distributed t emplyees in thse delegate areas up fr electin. There will be ne fficial ballt fr each permanent, classified emplyee. Cmpleted ballts must be submitted t the EAC Electins Cmmittee c/ the Human Resurces Department by 5:00 p.m. n later than furteen (14) days after the ballting perid begins. Electins Cmmittee members will certify the results f the electin. All electins will be based n a plurality fr a winning decisin. In case f a tie, ne run-ff will be held tw (2) weeks later amng thse invlved. In the event f anther tie, the winner will be decided by lt. Online Electin: Ballts fr cntested seats in the EAC Representatives electin will be distributed electrnically. Paper ballts will be available upn request. Nminatin frms will be distributed electrnically by and psted t the EAC website. Page 2 f 2 Adpted September 2015

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