TO: Jim Crooks, UC Irvine, JECROOKS@UCI.EDU
FR: Esther Grassian, LAUC President 2002/2003
RE: Committee Charge
DT: 9 Sep 2002

I am delighted to appoint you Chair of the LAUC Committee on Committees, Rules and Jurisdiction for 2002/2003, for a term commencing October 1, 2002. The LAUC Bylaws call for the members of each standing committee to be appointed by the LAUC president to serve two-year staggered terms. The Bylaws require that Divisions be divided alphabetically into two groups, with each group nominating committee members every other year.

This year, terms of Committee members from Riverside, San Diego, San Francisco, Santa Barbara and Santa Cruz expire in 2004. Terms for continuing members from Davis, Irvine and Los Angeles expire in 2003. A Berkeley member was not appointed in 2001/2002, so a new member will need to be appointed from Berkeley, with her/his term set to expire in 2003. Once all committee appointments have been made, I will send a copy of this message to each committee member. A list of Committee on Committees, Rules and Jurisdiction members will be up on the LAUC web site soon: http://www.ucop.edu/lauc/crj/index.html.

Administrative Structure
Please note that LAUC Committees fall under LAUC Executive Board purview. The LAUC President sets overall priorities for committee work by means of the Committee’s charge. The primary duty of each LAUC Committee is to fulfill the charge given to it by the LAUC President. Once a Committee’s charge has been fulfilled, the Committee may address other issues, with the approval of the LAUC President.

Committee Background and Significance
Well written bylaws support the work of an organization. Responsive, healthy organizations are flexible, changing to meet their members’ needs. Accordingly, bylaws revision is an ongoing task, often under-appreciated or misunderstood. As members of this Committee, you have a significant responsibility. You are responsible for ensuring that LAUC’s structure and rules of operation (its bylaws), statewide and Divisional, accurately represent the mission and goals of the organization, and are consistent and up to date.

This Committee has worked hard on bylaws revision over the past few years. A number of bylaws changes were recommended and voted on by the LAUC membership during the June 2002 election. However, the Committee’s April 2002 report recommended additional bylaws changes to the Committee’s own charge, and there are a number of other possible bylaws changes that the Committee needs to consider.

General Charge
For 2002/2003, the Committee is charged with fulfilling its standing charge, Article VIII. Section 1.j.1.

a) Review annually, or at the special request of the President, the LAUC Bylaws and submit recommendations to the President.
b) Review the Divisions’ Bylaws to assure that they are consistent with the LAUC Bylaws (See Article VI, Section 2.d.)
c) Address other subjects at the request of the President and consider and develop recommendations on matters concerning LAUC’s committees, rules and jurisdiction.

Specific Charge for 2002/2003
Specifically, the Committee is charged with the following, in priority order. Once the Committee has completed or undertaken the majority of the work on the first item below, you can move on to the next one. It is possible that the Committee may not be able to address or complete work on all of these charges during the coming year. If not, please provide recommendations for next year’s Committee in your final report.

1. Given the large number of LAUC representatives on various UL and CDL committees, the Committee on Committees is charged with reviewing the LAUC committee structure, and comparing it to the UL All-Campus Groups, as well as the statewide Academic Senate’s committee structure.

2. In addition, the Committee is charged with considering the following possible bylaws changes:

• Article IV. Officers.
  Section 1: Add: Past-President.
  
• Article VI. Divisions
  Section 2: Add:
  [new] d. All Divisions shall review their own Divisional bylaws for any necessary changes following changes to LAUC statewide bylaws.
  [change current d to e]
  [new] f. Divisions shall notify the LAUC Committee on Committees, Rules and Jurisdiction of any changes to their Divisional bylaws, immediately following those changes.
  
• Article VIII. Committees
  Section 1. Delete:
  j.1.a. annually
  
• Article VIII. Committees
  Section 1: Change:
  j.1.b. (See Article VI, Section 2.e.)
  
• Article VIII. Committees
  Section 1. Add:
  j.3.a. Serve as the soliciting and review body…

3. LAUC membership has decreased over the years at all campuses, due primarily to budget cuts. In addition, the figures given for LAUC Assembly delegate count do not seem consistent. Divisions with up to 35 members get one delegate, while Divisions must have over 160 members in order to get four delegates. Incremental increases from one category to the next also seem inconsistent. In order to get two delegates, a Division must have 36 to 85 LAUC members, up to 50 more members than those Divisions that have one delegate. In order to get three delegates, a Division must have 86 to 160 LAUC members, an increment of up to 75 additional LAUC members. The Committee is charged with reexamining the apportionment of Division delegates to the Assembly, as enumerated in Article VII. Section 2.c., to ensure appropriate membership representation.

4. Finally, the Committee is charged with reviewing Article XII. Section 1. which describes the process for recommending, amending and voting on bylaws changes, and gaining approval from the Office of the President.

Committee Work & Meetings
LAUC’s request for a budget increase was denied this year. So, in order to keep costs down, for the coming year, all LAUC Committees may hold just one in-person meeting. Other committee business will need to be conducted via conference call(s), or through the use of other sorts of technology, such as chat or SharePoint. You will need to send your committee members information regarding reimbursement or payment of travel or conference call expenses for committee meetings. Different Divisions may handle these sorts of transactions differently, so they will need to check with their local accounting officers to find out how their Division handles charges to the LAUC account.

Review and Reporting Guidelines
Important: Please note that you will need to send any draft surveys of the LAUC membership to the Executive Board for approval prior to posting.

Your investigations may result in recommendations for LAUC action of some sort. The Committee may submit recommendations to the LAUC Executive Board for review at any of the scheduled Executive Board meetings. Formal recommendations that need approval of the membership are presented in the form of a motion at a LAUC Assembly. Please review the appropriate sections of Sturgis, Alice. Standard Code of Parliamentary Procedure, on how to prepare and present motions. If approved by the Executive Board and the Assembly, the membership then votes on whether or not to approve Committee recommendations.

The Committee will need to submit a progress report by April 15, 2003 and present this report at the 2003 Spring Assembly, May 30th, 2003, at UCSD. The Committee will also need to submit a final report by August 15, 2003, and present its final report at the 2003 Fall Assembly. LAUC Committee and LAUC Representative Interim and Final Reports should be submitted using the following format, with each section labeled:

	SUBJECT LINE: [Committee Name] Report
	BODY OF MESSAGE: 

	TO: LAUC President
	FR:  [Committee Name]
	RE:  [Year (e.g., 2001/2002)] [Report Name (e.g., Final Report)]

	Committee Charge:
	Summary of Action Items:
	Body of Report with Discussion and Recommendations [formatted 
	as motions, in keeping with Sturgis]

	Names of Committee Members
	Attachments (if any)

Thank you for your service to LAUC and your colleagues. We all very much appreciate your efforts on our behalf. Please feel free to contact me if you have questions or concerns about this message.