Black Staff Association (BSA)

NAME

The name of this organization is the Bluegrass Community & Technical College (a.k.a. BCTC) Black Staff Association (hereafter, BSA shall also denote the full title).

MISSION

The mission of the BSA is to serve as a support forum for black staff of the college and to build the community among black staff and students. In addition, through advocacy and collaborative efforts, BSA exists to enhance communication and champion diversity, inclusion, and leadership opportunities to promote growth and development within the college.

PURPOSE

The purpose of the BSA shall be to promote unity, advocate for DEI initiatives that shall strengthen recruitment, retention, promotion, provide support and enhance the welfare of Black staff and students of Bluegrass Community and Technical College for the betterment of the college community. This Association is an advisory board through DEI and does not specifically pursue personnel issues or grievances.

EXECUTIVE COMMITTEE

Section 1. The BSA Executive Committee shall consist of the following officers: the President, Vice President, Secretary, Treasurer, and Parliamentarian. The AVP of DEI shall serve as non-voting, ex-officio member.

MEMBERSHIP

Membership shall consist of Black BCTC staff—currently employed full and/or part time who identify as African American and/or black. Membership is established by attendance and participation in BSA general body meetings, programs and/or initiatives of the organization.

OFFICERS AND THEIR DUTIES

Section 1. The elected officers of the Association shall be President, Vice President, Secretary, Treasurer, and Parliamentarian. These officers shall constitute the voting members of the Executive Committee. Elected officers shall have only one vote on the Executive Committee. In the event of a tie, the BSA President shall cast the tie-breaking vote.

Section 2. The President

1. The President shall preside at all General Body meetings of the Association.
2. The President shall serve as Chairperson of the Executive Committee. 
3. The President shall serve as an ex-officio member of all committees. 
4. The President shall decide all questions of order. It shall be his/her duty to see that the By-Laws of the Association is complied with and that its order is properly executed.
5. Sign, with the Treasurer, any bonds, contracts, agreements, or other instruments on behalf of BSA; except in cases where the signing or execution thereof shall be expressly delegated to some other officer or agent.
6. The term of the office of the President shall be one year.

Section 3. The Vice President 

1. The Vice President shall be informed of all issues relevant to the Association.
2. Serve as an advisor to the President on matters related to the organization.
3. Serve as an advisor to all Standing Committees and ad hoc committees at the request of the President.
4. In the absence of the President, the Vice President shall be responsible for assuming all duties of the President. 
5. The term of the office of Vice President shall be one year.

Section 4. The Secretary 

1. The Secretary shall record proceedings of meetings of the General Body, the Executive Committee, and other meetings identified by the President.
2. Record and distribute (electronically) the meeting minutes to the membership.
3. Keep digital and hard copies of all BSA documents for digital archival.
4. Maintain a current, accurate membership list.
5. Schedule meetings and room reservations.
6. He/she shall be responsible for all official Association correspondence during his/her tenure.
7. The term of the office of the Secretary shall be one year.

Section 5. The Treasurer 

1. The Treasurer shall be responsible for all fiscal matters related to the Association including allocation of funds to support activities of the various committees.
2. Maintain current, accurate records of all fiscal matters related to BSA.
3. Maintain itemized, financial records of all allocated funds used to support various committees, programs, and events.
4. He/she shall make a financial report at each Executive Committee meeting as well as General Body meetings. 
5. The Treasurer will be responsible for collection of membership dues when necessary. 
6. The term of the office of the Treasurer shall be one year.

Section 6. The Parliamentarian 

1. The Parliamentarian shall be responsible for reviewing the BSA By-Laws and recommend changes to the General Body.
2. Ensure that general body and special meetings are conducted orderly and according to parliamentary procedure in Robert’s Rules of Order.
3. Decide all questions of order at meetings.
4. Ensure that the By-Laws are properly executed at meetings; however, the Executive Committee can waive said By-laws, as deemed appropriate or necessary.
5. Serve as Chair of the By-Laws Committee to facilitate its charge in accordance to Article VII, Committees; Section 7.
6. He/she shall conduct the election and installation of officers each spring semester. 
7. The term of office of the Parliamentarian shall be one year.

Section 7. Upon expiration of their term of office, officers shall forward official Association minutes, materials, correspondence, books, and related materials to the newly elected officers.

ELECTION OF OFFICERS

Section 1. Election of officers shall be held every year in spring and officers shall hold office for a term of one year unless re-elected, or until their successors are elected. Officers shall assume their duties at the discretion of the Executive Committee. Elected officers, who serve in good standing at the pleasure of the BSA membership, may stand for re-election.

Section 2. The term of office for officers shall be one year.

Section 3. Should any officer desire to resign from his/her elected office, they shall submit his/her resignation in writing to the President. In the unlikely event of a code of conduct violation under the policies for Bluegrass Community & Technical College, and /or a violation of ethical behavior /standards held by the Black Staff Association, an officer can be removed at the discretion of the Executive Committee.

Section 4. The Executive Committee shall make nominations to the Association of persons to fill vacancies and unexpired terms until annual elections are held. The membership shall vote on the nominees.

Section 5. No member shall hold more than one office at any one time, except in special circumstances at the discretion of the Executive Committee.

Section 6. Voting procedures will be determined by the Membership and Recruitment Committee. Voting will be held by ballot with at least 2/3 vote of Quorum needed to hold elections.

Section 7. A transitional meeting shall be convened within thirty (30) days of the new term of Executive Committee following the induction of new officers’ proceedings, where the BSA policies and procedures are discussed and shared among new and departing officers.

COMMITTEES

Section 1. All Standing Committees shall be established and (re)convened within thirty (30) days of the academic school year.

BSA Standing Committees

1. Executive Committee
2. Membership and Recruitment Committee
3. Program Committee
4. Publications and Public Relations Committee

Section 2. Executive Committee Duties and Responsibilities

1. The Executive Committee shall be comprised of the officers above and the Standing Committee chairs.
2. The President shall serve as the chairperson of the Executive Committee.
3. The Executive Committee shall establish and charge the Standing Committees with their respective duties and responsibilities. Each Standing Committee shall be obliged to carry out their respective duties and responsibilities as designated by the Executive Committee. Such activities may include, but are not limited to, researching issues of concern, making appropriate recommendations for action, or providing confirmation. If no urgency exists or immediate action is required, then research findings and/or recommendations of a Standing Committee shall be presented to the Executive Committee at least ten (10) days prior to a scheduled meeting. However, should an urgent matter require immediate action, the Executive Committee can waive said By-laws, as deemed appropriate or necessary.
4. The Executive Committee shall establish and charge ad hoc committees as deemed appropriate or necessary, to conduct the work of BSA. An ad hoc committee is understood to be a temporary body established for undertaking projects/initiatives deemed important yet are outside the duties and responsibilities of established Standing Committees.
5. The Executive Committee shall consult with resource persons, as deemed necessary, to fulfill the mission of BSA.
6. The Executive Committee shall meet at least once prior to the regularly scheduled general body meetings.
7. The Executive Committee shall meet at the pleasure of the BSA President or upon request of three of its members.
8. The Executive Committee shall have general supervision over the affairs of BSA, shall arrange its general body (i.e. business) meetings, and perform such duties and responsibilities as are specified in these By-Laws. Specific supervisory duties include:

   1. Fill all vacancies in any office or committee by majority approval, until the next election.

   2. Consult with the President on appointees.

   3. Audit or review the Annual Report of the Treasurer.

   4. Approve any expenditures made on behalf of BSA over $500.

   5. Propose, receive, or review petitions for amendments to the By-Laws.

   6. Make decisions or recommendations for any other business as appropriate.

9. The Executive Committee is subject to the consent and orders of the BSA membership body; and none of its acts shall conflict with actions taken by the BSA membership body.
10. At the discretion of the Executive Committee, Executive Committee officers and committee chairs/members may be removed from office at any time for nonfeasance, malfeasance, or conduct detrimental to the interests of BSA, for lack of sympathy with its objectives, or for refusal to render reasonable assistance in carrying out BSA’s mission and purpose as prescribed in these By-Laws.

Section 3. Membership and Recruitment Committee Duties and Responsibilities

1. The chairperson of the Membership and Recruitment Committee shall be appointed by the President of BSA. 
2. The Membership and Recruitment Committee shall be responsible for recruiting and sustaining membership for the Association, with the assistance of Human Resources. 
3. The Membership and Recruitment Committee shall be responsible for contacting all new black personnel on a continuing basis. 
4. The Membership and Recruitment Committee should be formed as soon as new officers are elected.

Section 4. Program Committee Duties and Responsibilities

1. The chairperson of the Program Committee shall be appointed by the President of BSA. 
2. The Program Committee shall be responsible for conducting social and recreational events.
3. The Program Committee shall plan, coordinate, and implement all annual events, including but not limited to, the annual awards banquet. 
4. The Program Committee shall coordinate the Black Staff Association’s participation in annual events and/or conference related activities connected to the Kentucky Association of Blacks in Higher Education. (KABHE)

Section 5. Publications and Public Relations Committee Duties and Responsibilities

1. The chairperson of the Publications and Public Relations Committee shall be appointed by the President of BSA. 
2. The Publications and Public Relations Committee shall recognize the professional activities of the current Association members. 
3. The Publications and Public Relations Committee shall also connect, build, and strengthen relationships with external stakeholders, including former faculty, staff, students, and alumni.
4. The Publications and Public Relations Committee shall circulate information about the Black Staff Association to sources on and off-campus.

MEETINGS

Section 1. There shall be regularly scheduled General Body meetings each academic year. The Association shall meet once a month with called meetings as appropriate. Special meetings may be called during summer session.

Section 2. Meetings shall be devoted to issues or topics of concern to black staff.

Section 3. The last General Body meeting during the spring semester shall be for the purpose of electing officers, installing officers, and conducting such other business as may properly be brought before the Association.

Section 4. Special meetings may be called by the Executive Committee, the President, or upon the written request of three members of the Association.

Section 5. Agenda items will be received in writing by the Executive Committee for presentation to the General Body. A first order of business each meeting shall be the presentation of the agenda. Additional items may be added to the agenda at any regular meeting by majority vote of those present.

Section 6. Twenty-five percent of the membership shall constitute a quorum for official business.

PARLIAMENTARY AUTHORITY

Section 1. Rules contained in Robert’s Rules of Order Revised shall govern the Association in all cases in which they are applicable and in which they are not consistent with these By-Laws.

Section 2. Robert’s Rules of Order shall be used as the procedural guide for conducting general body and special meetings and may be temporarily suspended as prescribed by the President or Executive Committee as deemed appropriate or necessary. The decision to temporarily suspend Robert’s Rules of Order shall be accomplished by the majority vote of the participating membership.

AMENDMENT AND REPEAL

Section 1. Changes to the By-Laws may be proposed by:

1. The Executive Committee
2. Majority vote of the members at a general body or special meeting
3. A petition containing the names of a majority of the members of BSA.

Section 2. The By-Laws Committee shall review proposed amendments and repeal recommendations. Then, this committee shall review and make recommendations in writing to all BSA members prior to the meeting at which the recommendations shall be voted upon.

Section 3. The Executive Committee shall permit a minimum of fifteen (15) days to review and discuss the proposed amendment(s). 

Section 4. These By-Laws may be amended at a general body or special meeting by vote of a majority of BSA members present.

Section 5. Voting shall take place at the next general body or special meeting called for said purpose and/or by electronic means, at the discretion of the Executive Committee.

Section 6. Amendments shall become effective if approved by the majority of those members casting ballots. If electronic ballots are used, the voting period shall be open a minimum of two (2) weeks, with approval by the majority of those members casting ballots.

Section 7. After the change(s) to the By-Laws have been made, the revisions shall be circulated to all members by electronic means.

Membership and Recruitment Chair

Programs Chair

Publications and Public Relations Chair