Multicultural Affairs Committee

Bylaws

Mission

The mission of the Multicultural Affairs Committee (MAC) is to create an environment within the Missouri Department of Natural Resources where employees can understand, appreciate and respect each other’s cultural differences. The committee will keep the Department leadership abreast of cultural diversity issues and assist in the development of progressive and workable policies to:

    1. Ensure equal recruitment, retention and promotion of Department employees of all cultures and;
    2. Recognize and accept that diversity and MAC - promoted cultural events benefit all Department employees and the citizens of Missouri.

Article I

Section 1.

Name of the Organization. The name of this organization will be Multicultural Affairs Committee, hereinafter referred it as "MAC".

Section 2.

Membership. A member must be a Missouri Department of Natural Resources employee and complete an official MAC membership application. The application will require supervisor approval. Supervisors should consider the following before giving approval for MAC participation:

a) Must have a successful initial probation
b) Must have received a successful performance review by current supervisor
c) No disciplinary action within last two years

Section 3.

Divisions and Division Representatives. Each Division and EIERA Directors will appoint a member to act as the Division Representatives for their respective Divisions. Amendment I lists the current Department structure and number of representatives required. (A request for division representation will be made to Executive Staff)

Section 4.

MAC Liaison. The Department of Natural Resources Directors' Office will appoint a liaison to the MAC from the Director’s Office. The duties of the MAC Liaison will include communication between MAC and Executive Staff, facilitating the budgetary goals of MAC and other duties as prescribed by the Department Director’s Office.

Article II

Section 1.

Officers. The officers will consist of a Chair, a Vice-Chair, a Budget Officer, a Recording Secretary, an Assistant Recording Secretary and an Employee Advisory Council Officer. Assistant officers may be temporarily appointed by the MAC Chair. The powers and duties of such assistant officers will be as provided by the MAC. A member cannot be both a division representative and an officer, simultaneously. If a division representative assumes an officer role, the division will be asked to appoint a replacement representative.

Section 2.

Nominating Committee. A nominating committee, appointed by the Chair, will present a slate of candidates, to the general membership, at least one month prior to elections for all MAC offices. In addition, nominations will be accepted from the floor at the time of presentation of the slate of candidates.

Section 3.

Election and Term of Office. The officers will be elected to serve for a term of two years, by simple majority vote and in the manner prescribed in Article IV. The term will begin on July 1. Elections will be held at the last meeting before June 1. Each officer will hold office until his/her successor has been duly elected and qualified or until resignation or removal.

Section 4.

Number of Terms. No member can hold more than one officer position simultaneously. No officer will be eligible to serve more than two consecutive terms in the same office.

Section 5.

Removal. MAC can remove any elected officer in the manner prescribed in Article IV, by simple majority vote, whenever in its judgment the best interest of MAC would be served.

Section 6.

Vacancies. A vacancy in any office because of death, resignation, removal, disqualification or otherwise, may be filled through appointment of an acting replacement by a quorum of the Executive Board, as defined in Article V, Section 1, to serve the remainder of the term. Officer positions for which an acting replacement is not appointed, or one with a remaining term greater than 12 months, should be filled by special election prescribed in Article IV, Section 4, by simple majority vote, for the remaining portion of the term. The Executive Board will determine the date of the special election.

Article III

The respective officers of MAC shall have the following authority, powers and duties.

Section 1.

Chair. The Chair will preside at all meetings of MAC and will perform all duties commonly incident to the position of presiding officer of a Board, including calling all meetings and developing the agenda. The Chair shall have general supervision and coordination over the business, budget and affairs of MAC. The Chair is ex-officio member of all committees.

Section 2.

Vice-Chair. The Vice-Chair shall perform duties and have the authority of the Chair during the absence or disability of the Chair, and shall preside at the meetings of MAC when the Chair is absent. The Vice-Chair shall perform such other and further duties and have such other and further authority as delegated by the Chair, or as MAC may, by formal resolution or motion, from time to time provide. The Vice-Chair shall submit a short article about MAC and its activities to Inner Resources twice a year.

Section 3.

Budget Officer. The budget officer will assist with the budget preparation and tracking in coordination with the Department fiscal personnel including review of payment of legitimate expenses incurred in the operation of MAC programs and its approved activities. The budget officer will submit budget status reports to the MAC, at regular meetings.

Section 4.

Recording Secretary. The Recording Secretary will keep the official attendance and minutes of committee meetings and will certify, when required, copies of records. The Recording Secretary will keep a full and true record of MAC proceedings, which will include the date, time, place, members present, and a record of votes taken. The Recording Secretary will maintain and have available a list of eligible voting members before each meeting. The Recording Secretary will issue all official notices and prepare all papers and reports for the meetings of MAC. The Recording Secretary will perform such other duties as delegated by the Chair, or as MAC may require. If the Recording Secretary is absent, the Assistant Recording Secretary will perform all duties of the Recording Secretary. The Recording Secretary will be a defacto member of the Historical Archives Committee. The Recording Secretary will forward the MAC meeting minutes to IT staff for posting on the department website and be responsible for keeping information up to date.

Section 5.

Assistant Recording Secretary. The Assistant Recording Secretary will be responsible for acting as Recording Secretary in his/her absence. The duties will include those described in Article III, Section 4. The Assistant Recording Secretary will assist the Recording Secretary with MAC activities. The Assistant Recording Secretary will be a de facto member of the Historical Archives Committee.

Section 6.

Employee Advisory Council Officer. The Employee Advisory Council Officer will serve on the Employee Advisory Council. The Employee Advisory Council Officer must be a Department employee and complete an official MAC membership application. The EAC Officer will sign a confidentiality agreement provided by the EAC, serve to make our agency a better place to work, provide communication between the MAC and EAC that does not violate the confidentiality agreement, and other duties prescribed by the MAC Executive Board as defined in Article V Section 1.

Article IV

Section 1.

Members in good standing, as defined in Article I, Section 2, are eligible to vote in person at the place of election, by voice, by secret ballot or by electronic means, i.e., electronic mail, web-based surveys, etc., as defined in Article IV, Section 2.
General Voting Privilege. All general members, division representative members, and officers, in good standing are considered voting members for elections, removal of officers, adoption or amendment of Bylaws, acceptance or modification of the Mission Statement, and for such other decision items as requested by the Executive Board, as defined in Article V, Section 1.

Officer Elections. Officer elections will be held biennially in June. Election years (even / odd) will alternate depending on the position held. The Chair, Budget Officer, and the Recording Secretary positions will be elected in even calendar years (2012, 2014, etc.). The Vice-Chair, Assistant Recording Secretary and Employee Advisory Council Officer will be elected in odd calendar years (2013, 2015, etc.). Any officer position that becomes vacant during said term will be filled in compliance with Article II, Section 6.

Section 2.

Member’s Conduct. All MAC members are expected to conduct themselves in accordance with the policy as outlined in Missouri Department of Natural Resources, Administrative Policy and Procedures Manual, Chapter 1 - Conduct and Employee Relations, and includes the additional Personnel Policies:

"Censure", in this case, is defined as an official reprimand from the MAC members. A "sanction" is defined as a mechanism of social control for enforcing the Department’s Standards of Conduct. The mechanism of such control will be determined by the Executive Board members, as defined in Article V, Section 1. The Executive Board may recommend removal from MAC as appropriate.

Section 3.

Removal. MAC can remove any member in the manner prescribed in Article IV, by simple majority vote, whenever in its judgment the best interest of MAC would be served.

Section 4.

Manner of Voting. The means of voting, as determined by the Chair, include, but are not limited to voting in person at the place of election by voice vote or secret ballot; voting by ballot at a designated location; and/or voting by electronic means (email, etc). The Chair will determine the voting method.

Article V

Section 1.

The Executive Board. The officers and divisional representatives of MAC will make up the Executive Board, hereinafter referred to as "Board". The Board is the formal entity charged with the management and responsibility for MAC. The Board will request a budget from the Department’s Executive Staff for approved MAC programs and subcommittee projects. The MAC Recording Secretary will notify the members of voting decision items (referenced in Article IV Section 1), which will come before the Executive Board, prior to a scheduled meeting and before action may be taken on the issue.

Section 2.

Emergency Decision Making. When the Board finds an issue needs to be addressed on short notice, the Chair may call for an emergency meeting to be held. A quorum, as defined in Article VII Section 4, must exist at this meeting in order to carry out emergency voting procedures.

Article VI

Section 1.

Subcommittees. The Chair will direct the form and content of each subcommittee. The Chair will appoint the following Standing Subcommittees Chairs:

Each Subcommittee may elect its own chair. The Board will work with the Standing subcommittee Chairs to ensure that the project goals of MAC and its subcommittees are met. Subcommittee Chairs will update MAC members of their activities during regular meetings. Subcommittee Chairs will provide expenditure estimates to the Budget Officer before April 1 (the Department’s budget is planned two years in advance) for the Department’s Review.

The MAC may set up ad hoc subcommittees as it deems necessary and request participation of persons other than members. The Chair may request or make appointments to such ad hoc subcommittees.

Section 2.

Purpose for Subcommittees. Listed below are each Subcommittee’s unique mission/purpose statements that are designed to assist the MAC in achieving its goals:

Article VII

Section 1.

Meetings. Meetings shall be held no less than once each quarter of the calendar year at a time and place designated by the Chair, which is reasonably open to the membership, and is designated in the notice of the regular meeting. The Chair will determine if a quorum is present prior to conducting agenda items. A quorum must be present prior and during all voting decisions. In the event of a lack of a quorum as defined in Article VII, Section 4, the meeting will continue, but all voting decisions will be tabled.

Section 2.

Special Meetings. The Chair may call a special meeting for the transaction of business in case of an emergency, as may require proper attention before the next scheduled regular meeting. When requested by the Department Director, or a division representative, the Chair and the Board may conduct business and/or take action by telephone concurrence as long as a quorum exists as outlined in Article VII Section 4. Such action will be noted in a special memo placed in the minutes book. Special meetings can be called in conjunction with or in association with a multicultural program or special project.

Section 3.

Public Notice of Meetings. At least one month prior to a regular meeting and at least 24 hours prior to a special meeting, a notice of the meeting shall be prominently posted in the Department and accessible to employees. This meeting will be posted on the Department’s Intranet, in Inner Resources and in such other publications as the Board may approve. The notice will include the time, date and place of the meeting. A tentative agenda will be submitted or provided at least one week prior to a regular meeting. Meeting minutes may also be posted following a regular meeting.

Section 4.

Quorum. A quorum will consist of seven (7) MAC members. At least two of the seven must be officers of MAC. The affirmative vote of four (4) members of said quorum would be necessary and sufficient for any action by MAC.

Section 5.

Proxies. A proxy is a power to vote given by one or more representatives and /or members to another to vote in his / her stead and it is also used to designate the person who holds that power to vote. Proxies to vote with respect to any matter shall not be allowed or accepted. A vote by an alternate divisional representative or representative pro tempore is not considered a proxy vote.

Section 6.

Register. The Recording Secretary or Assistant Recording Secretary will maintain a register of the status of voting members.

Articles VIII

Section 1.

Committee Authority. The Department Director and all Division Directors grant MAC authority in the limited scope outlined by these Bylaws. Authority for all MAC activities, to include the Diversity Conference, rests with the Executive Staff of Missouri Department of Natural Resources.

Section 2.

Parliamentary Authority. The rules contained in the most current edition of the 21st Century Roberts Rules of Order will govern MAC in all instances when they are applicable and not inconsistent with these Bylaws and any other special rules adopted by MAC. A physical copy should be present at all meetings for reference.

Section 3.

Amendment of Bylaws. These Bylaws may be amended or adopted by a simple majority vote of the general members as outlined Article IV, Section 1. Providing the amendment was in the tentative agenda of the meeting notice, proposed Bylaws and amendments thereto may be presented and discussed at that meeting, but no action, vote approval of the Bylaws or amendments thereto shall take place until the next following meeting.

These Bylaws were last modified and ratified on the effective date of December 14, 2004. The Modifications addressed terms of officers and change articles assigning the elections and voting practices of the Committee to the correct Article and Section. The Modification also assigned the Recording and the Assistant Recording Secretary as defacto members of the Historical Archives Committee.

Amendment I

This amendment was ratified effective March 18, 2002 and again May 30, 2012. The Department’s new restructure and new allotment for representatives as outlined in Article I, Section 3 is the focus of this amendment.

Division Representatives. In addition to the general members described in Article 1, Section 2, there will be division representatives. The division representatives will be employees from each division within the Department of Natural Resources and Environmental Improvement and Energy Resources Authority (EIERA).

Division and EIERA Directors will appoint sixteen total members, annually, as representatives to MAC, as follows:

Divisions Representatives Alternates   Members
DAS - Division of Administrative Support 1 1 = 2
DEQ - Division of Environmental Quality 2 1 = 3
MWRC - Missouri Water Resources Center 1 1 = 2
SWCP-Soil and Water Conservation Program 1 1 = 2
MGS - Missouri Geological Survey 1 1 = 2
DSP-Division of State Parks 2 1 = 3
EIERA-Environmental Improvement and Energy Resources Authority 1 1 = 2

DEQ and DSP will have two votes and all other divisions one vote. In the absence of a division representative, the alternate will assume the duties and responsibilities of that representative. If the division representative or alternate is absent, the chair may appoint a MAC member to represent the missing division, Center or Program as representative pro tempore. The representative pro tempore must submit a report to the missing division representative and Division Director immediately after the missed meeting. Each division will designate their respective voting member(s) and one as an alternate to vote in their absence. Division representatives and/or the designated alternate responsibilities are to:

If a division representative is elected as an officer, or is otherwise unable to fulfill the duties of appointment, the alternate assumes the appointment and the Division Director will appoint another alternate to fill the vacancy within forty-five (45) days after receiving notification of such vacancy.