ARTICLE I - NAME

The name of the organization shall be the Supervisors Association, and shall hereafter be known as SA.

ARTICLE IIA - PURPOSE

SA is a non-profit organization dedicated to promoting professionalism by enhancing supervisors' knowledge and skills through peer association, leadership activities and training available through SA.

ARTICLE IIB - OBJECTIVES

1. To broaden the scope of understanding and the appreciation of the work that supervisors in various occupational units/departments perform;

2. To establish a coordinated "team work approach" for the daily management of Human Services System programs by promoting communication and interaction between supervisors;

3. To provide a direct communications link between Administration and supervisors;

4. To enhance efficiency and morale of supervisors by promoting their knowledge and skills through training;

ARTICLE III - MEMBERSHIP

All employees within the San Bernardino County Human Services System who are in a Supervisory position are eligible for membership. Membership must be initiated by the interested employee.

Participation in SA is on County time with the exception of the evening Winterfest. Supervisors may use regular work time for travel to and from the meeting and for meeting time. The lunch period is not considered time worked.

1. Only paid members may participate and vote in the business portion of SA meetings. Meeting costs must be paid prior to the business portion of any regularly scheduled meeting.

2. Members who retire or otherwise leave the employ of San Bernardino County Human Services System may remain as non-voting members for the remainder of the period of which their dues are paid.

ARTICLE IV - MEMBERSHIP DUES

Dues shall be $10.00 per year. The membership year to be July 1 through June 30 of each year to align with the County's fiscal year.

1. Dues to be subject to review annually by the Board.

2. Membership dues are non-refundable by SA.

3. All membership dues and meeting costs are reimbursed by the County.

ARTICLE V - SA MONIES:

1. Income:

1. Membership dues;
2. Meeting fees;
3. Fund raisers.
4. Items sold;
5. All returned checks are subject to bank fees plus $10.

2. Expenses:

1. Luncheon costs;
2. Speaker related costs;
3. Annual seminar costs;
4. Christmas meeting costs;
5. Supervisor recognition:

1. Recognition of newly promoted supervisors will be made at each meeting;
2. Recognition of promoted SA members will be made at each meeting;
3. Supervisor of the Year costs.

6. Charitable donations;
7. Member reimbursements for Board approved costs which may include:

1. Postage;
2. Mileage;
3. Phone calls;
4. Supplies.

8. Remembrances:

1. When a member of SA retires, a gift is to be provided. The cost is not to exceed $50.00 plus tax and a card.
2. Upon the death of a member, remembrance will be made. The cost is not to exceed $50.00 plus tax and a card.
3. Recognition of outgoing board members.

3. Authorization:

All expenses shall be pre-approved by the Board. Board approved expenditures require two authorized signatures. Positions authorized are: President, Program and Membership Vice-Presidents, Treasurer and Social Chair.

ARTICLE VI - MEETINGS

1. Regular meetings of SA shall be held the last working Thursday in even numbered months - February, April, June and August. October, and December dates to be announced at least 30 days prior to meeting date. The meeting time shall be from 8:00 am to 4:30 p.m. with registration occurring the first half hour from 8:00 am to 8:30 am.

1. There will be no smoking at any regular meetings.
2. An adequate period of time shall be reserved for the Director's presentation.
3. A simple majority of paid members present at any regularly scheduled meeting shall constitute a quorum.
4. The Board may schedule additional meetings as needed.
5. Meeting fees are non-refundable whether you attend or not.

2. The Board meetings shall be held during the third week of odd numbered months - January, March, May, July, September, November.

1. A simple majority (5) of Board members shall be required to make any Board decisions.
2. Additional meetings may be scheduled if the need arises.

ARTICLE VII - ELECTION OF OFFICERS

1. Officers will serve a two (2) year period from January through December. The term for President, Secretary, Membership Vice-President and Parliamentarian shall start the beginning of odd numbered years. The term for Program Vice-President, Fund Raising Vice-President, Treasurer, Social Chair and Historian shall start the beginning of even numbered years.

2. The Nominating Committee shall present the slate of candidates at the August meeting. Nominations from the floor will be received at that time.

3. Election of officers shall be made by secret ballot during the month of October. The results will be tabulated by the Nominating Committee and announced at the December meeting.

4. In the event an officer is unable or unwilling to fulfill their assigned duty, 2/3 vote by the Board may remove them prior to completion of their term.

5. A vacancy occurring other than President shall be filled by appointment by the Board. Should the office of President become vacant, the Vice-President shall assume the office of President and the Board shall appoint a Vice-President.

ARTICLE VIII - OFFICERS AND THEIR DUTIES

All officers of SA shall be current employees within San Bernardino County Human Services System and have current paid membership in SA. These officers shall comprise the Officers Board and will be known hereafter as the Board in these By-Laws.

1. President

1. Contact the Secretary to obtain any unfinished business;
2. Responsible for coordination of meetings and finalizing agendas;
3. Preside at all Board and regular business meetings;
4. Communicate with the Assistant County Administrator for the HSS;
5. Appoint the standing committees and maintain communication with them;
6. Have signature on file at SA's financial institution for authorizing Board approved expenditures.

2. Program Vice-President

1. Accept responsibility in the absence of the President;
2. Arrange for guest speakers and training facilitators at General Meetings;

1. Develop a program for each regular meeting;
2. Discuss program with speaker or training facilitator to assure delivery of expected topic;
3. Speakers and/or Administrative staff expected to speak at regular meeting must be sent a memo and/or a telephone call reminding them of the appointment one week prior to the regular meeting;
4. Coordinate with the President/Board program to be prepared three (3) weeks prior to meeting dates.

3. Actively solicit for recommendations for speakers and training needs from membership and Administration;
4. Solicit training funds from Administration.
5. Serve on one of the standing committees as appointed by the President; present to the Board any proposed budget from that Committee.
6. Have signature on file at SA's financial institution for authorizing Board approved expenditures.

3. Membership Vice-President

1. Provide special courtesy to newly promoted supervisors by extending a personal invitation to the next regular meeting;
2. Be the liaison between SA and the SA Representatives in the district offices;
3. Maintain membership roster by alpha and district and have available at each meeting;
4. Record dues information on membership forms and submit dues to Treasurer;
5. Sit at sign in table with Treasurer at each General Meeting;
6. Be responsible for making sure general meeting attendance forms and any membership forms are made out completely,
7. Have signature on file at SA's financial institution for authorizing Board approved expenditures.

4. Fund Raising Vice-President

1. Be responsible for initiating fund raising events;
2. Coordinate Fund Raising Committee activities;
3. Account for income and expenses of each fund raiser to the Treasurer;
4. Solicit ideas for fund raising events and contact any companies used for materials.

5. Secretary

1. Record minutes of meetings and maintain permanent file of records;
2. Attend to correspondence;
3. Prepare and distribute information and regular meeting agendas to supervisors and upper management.

1. Information, agenda, and one copy of the previous meeting's minutes are to be prepared and distributed ten (10) working days prior to the regular meeting.

4. Serve on one of the standing committees as appointed by the President; present to the Board any proposed budget from that Committee.

6. Treasurer

1. Receive all funds payable to SA;
2. Deposit all monies received no later than seven (7) working days after receipt (excluding bank holidays);
3. Prepare and read the Treasurer's report at each regular and Executive Board meeting;
4. Prepare books for yearly review.
5. Draft annual budget in conjunction with the Board;
6. Collect and balance receipts for expenditures;
7. Maintain Accounts Payable/Accounts Receivable ledger and checkbook.
8. Serve on one of the standing committees as appointed by the President; present to the Board any proposed budget from that Committee.
9. Have signature on file at SA's financial institution for authorizing Board approved expenditures.

7. Social Chair

1. Be responsible for coordinating meeting places, luncheon menus and costs for General Meetings;
2. Be responsible for and coordinating the meeting notice with SA Secretary and the luncheon reservations with SA Representatives;
3. Serve on one of the standing committees as appointed by the President; present to the Board any proposed budget from that Committee;
4. Have signature on file at SA's financial institution for authorizing Board approved expenditures.

8. Historian

1. Maintain a historical record of SA meetings and events;
2. Serve as backup for the Secretary during the Secretary's absence;
3. Serve on one of the standing committees as appointed by the President; present to the Board any proposed budget from that Committee.

9. Parliamentarian

1. Rules on points of order during meetings;
2. Serve as chairperson of By-Laws Committee.

ARTICLE IX - STANDING COMMITTEES

The Board member(s) to serve on each standing committee of SA shall be appointed by the President at the January Board meeting and announced at the February business meeting. Committee members will be selected at the February business meeting.

1. The appointed Board member shall call the first meeting and present written guidelines for that Committee. A chairperson shall be selected at the first meeting of the Committee. The Chair shall then be responsible for conducting future Committee meetings. The Chair will present all recommendations of the Committee to the appointed Board Member for Board approval.

2. Any action/activity by a Committee member(s) which proves to be disruptive or adverse to the goals of SA may be removed from their commitment by 2/3 vote of the Board.

3. The following Standing Committees will be appointed by the President as follows:

1. Nominating Committee:

1. Will solicit paid membership for candidates for SA Board;
2. Will prepare and present a slate of proposed candidates for office at the appropriate time;
3. May not propose any candidate whose consent has not been obtained;
4. Prepare and count all ballots following a legally scheduled election;
5. Report outcome of the balloting to the President.

2. Seminar Committee:

1. Plan and coordinate an annual seminar;
2. Propose the date, time schedule, and location of the event;
3. Prior to the scheduled event, speaker related costs will be submitted to the appointed Board Member who will present it to the Board for approval;
4. After Board approval the appointed Board Member will send the proposal via the EAP form for each cost to the Training Manager at Staff Development Unit;
5. Shall coordinate publicity through the Membership Vice-President.

3. Winterfest Committee:

1. Plan and coordinate the annual SA Winterfest party;
2. Will propose the date, time schedule, and location of the event;
3. Will propose suitable programs for the event;
4. Prior to the scheduled event, an income/expense proposal will be submitted to the appointed Board Member who will present it to the Board for approval;
5. Shall coordinate publicity through the Membership Vice-President.

4. Supervisor of the Year Committee:

1. Prepare/disseminate criteria for selection and the nominating forms to the employees within HSS in a timely manner;
2. Propose judges panel to the appointed Board member who will present it to the Board for approval;
3. Screen all of the nominations received for eligibility;
4. Send out questionnaires to staff of nominated supervisor;
5. Give sealed questionnaires to judging panel for selection;
6. Prior to the announcements, award costs will be submitted to the appointed Board Member who will present it to the Board for approval. After approval, purchase/prepare the awards to be given;
7. Coordinate publicity through the Membership Vice-President.

5. Fund Raising Committee:

1. Plan fund raising activities for SA;
2. Submit proposals for fund raisers to the appointed Board Member who will present it to the Board for approval;
3. Coordinate elements of events; collect and submit all monies to Treasurer;
4. Coordinate publicity through the Membership Vice-President.

6. Inter-County Conference Committee:

1. Plan and coordinate an annual conference;
2. Propose the date, time schedule, and location of the event;
3. Prior to the scheduled event, speaker related costs will be submitted to the appointed Board Member who will present it to the Board for approval;
4. After Board approval the appointed Board Member will send the proposal via the EAP form for each cost to the Training Manager at Staff Development Unit;
5. Coordinate publicity through the Membership Vice-President.

7. By-Laws Committee:

1. Review and make recommendation to the Board on proposed changes to the By-Laws;
2. Parliamentarian shall serve as chairperson of the committee.
3. Clean up, proofread, and revise verbiage.

ARTICLE X - PARLIAMENTARY LAW

Robert's Rules of Order shall be the guideline on all questions of procedures not set forth in these By-Laws.

ARTICLE XI - VOTING

Voting shall be by raised hand at regular meetings with a simple majority of paid members present. Election of officers shall be made by secret ballot during the month of October.

ARTICLE XII - AMENDMENTS

These By-Laws can be amended only by a two-thirds (2/3) vote of paid members present at any meeting, provided written notice has been given 30 days prior to the meeting.

REVISED AND ADOPTED BY THE MEMBERSHIP FEBRUARY 22, 2001

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