CLA Budget Committee

College of Liberal Arts Budget Committee Bylaws

 

Revised July 1, 2018

Article 1:Purpose

The Budget Committee serves an advisory role. The committee makes recommendations to the dean regarding the development of sound budgeting principles associated with the implementation of the resource centered model of budgeting at Auburn and provides general budget recommendations to the dean regarding the distribution of resources among departments, programs, and administrative services within the college, focusing specifically on the use of resources in alignment with CLA and AU strategic plans. These revised Bylaws will go into effect on August 15, 2018. 

The committee has no oversight regarding the day-to-day budgetary decisions of the college or its units.

Article 2:Membership

Section 1: Composition of the Committee

The Budget Committee is composed of a total of nine members elected from each of the following areas:

      1 Fine Arts – Art and Art History, Music, and Theatre

1 Health Services and Administration – SASW and Communications Disorders

2 Social and Behavioral Sciences – Economics, Political Science, and Psychology

1 Humanities - Foreign Languages & Literatures and Philosophy

2 Humanities PhD - English and History

1 Communication – Communication & Public Relations, and Media Studies & Journalism (For purposes of representation, the School of Communication and Journalism is divided into two programs.)

1 At-large appointment

Section 2: Term of Membership

  • The term of elected office is two years.
  • No elected representative may serve more than two consecutive terms.
  • The chairs, heads or directors from each disciplinary area are charged with nominating faculty members to stand for election, and may not stand for election themselves.
  • Otherwise, all tenured faculty members are eligible to be nominated, and if elected, serve.
  • In the event of a resignation or removal of a committee member from the committee prior to the end of the designated term, the following shall apply:
    • If six months or less remain in the original term, the chair of the department will designate a replacement, preferably from the same program/unit with the disciplinary area. The newly appointed replacement member will begin serving immediately and serve to the end of the original term.
    • If more than six months remains in the original term, the department or designated unit will hold an election to replace the committee member for the remainder of the term, preferably from the same program/unit within the disciplinary area. The newly elected replacement committee member will begin serving immediately and serve to the end of the original term.
  • When a committee member chooses to forego running for reelection or has served the maximum number of terms allowed, (with the exception of History and English representatives) the next representative for that disciplinary area will rotate to a different program and/or unit than the affiliation of the leaving member. (see Article Two: Section 1: Composition of the Committee). The basic principle is to ensure rotating, yet representative, membership in the committee. 

Section 3: Elections

  • The seat in Fine Arts, one seat in Social and Behavior Sciences, one seat in Humanities PhD, and the seat in Communication are elected on even years, while the other seats are elected on odd years.
  • Faculty members eligible to vote for representatives are lecturers, clinical faculty, assistant professors, associate professors, and full professors.
  • During the first month of the fall semester, staff from the dean's office will conduct the elections and count the ballots.
  • Newly elected members will begin serving on August 1st following election to the Budget Committee.

Section 4: At-Large Member

  • The dean appoints the at-large seat annually.
  • This person may not serve more than four annual appointments over a six-year period.  
  • He/she may not be an associate dean, chair, head or director of a school.
  • Except in unusual circumstances, this faculty member will be a member of a department/school from which no other Budget Committee members have been elected.

Section 5: Ex-Officio Members

Ex-officio members of the committee are nonvoting members, and include the manager of accounting, the information technology manager, the president of CLA's Student Council, a graduate student representative appointed by the associate dean for research, and the dean's chief of staff.

Section 6:Membership Responsibilities

Members are expected to attend meetings, come prepared to the meetings, and actively participate in committee activities. Members representing multiple programs and/or departments should report committee decisions, etc. back to all departments/programs and regularly encourage faculty in their areas to contact them with questions and/or concerns. 

Article 3:Organization

Section 1:Committee Operation

  • Chair: The dean or dean's designee will chair the budget committee.
  • Meeting times: 
    • The dean or dean's designee will call for committee meetings on an as needed basis.
    • Committee meetings may be called throughout the calendar year.
      • At least one meeting during the academic year will be designated for budget review.
      • At least one meeting during the calendar year will be designated to review faculty position funding requests.
  • Agenda/Meeting Minutes:
    • The dean will set the agenda in a manner that is consistent with the purpose of the committee. 
    • With either the approval of the dean or the stated support of two other committee members, a committee member may add items to the agenda.
    • Regular meetings should be announced a minimum of one week in advance. 
    • At that time, committee members may petition to add items to the agenda. Items receiving support from either the dean or at least two other committee members will be added to the agenda.
  • The agenda and supporting documents for each meeting will be circulated to Budget Committee members and to CLA Leadership at least 24 hours in advance of the scheduled meeting.
    • Committee members may request additional supporting documents. 
      • The dean or dean’s designee will make a determination regarding the request for additional documentation (e.g., accounting for availability, legal and other aspects of confidentiality, etc.). If denied, the determination will be relayed, with explanation, to committee members. Otherwise, the additional supporting material should be provided to the committee members prior to or at the committee’s scheduled meeting.
  • Meeting minutes will be taken by a designee of the dean: 
    • Meeting minutes will include reporting of discussion items, information items and action items.
    • Results of votes, including the tally of votes “for” and “against” action items, will be reported in the committee minutes.
    • Meeting minutes will be circulated to committee members and appropriate school/university officials within one week of each meeting.
  • Attendance: While in person attendance is preferred, in cases where a committee member is unable to attend the committee meeting in person, the member may notify the dean or dean’s designee to schedule audio/video conferencing. Individuals who attend via audio/video conferencing will be counted as present and participate in all elements of the meeting (e.g., discussion, voting, etc.).
    • Committee members who miss two meetings in an academic year will be notified by the dean or the dean’s designee of committee attendance requirements.
    • Committee members who miss three meetings will automatically be removed from the committee and replaced following the replacement process outlined in Article Two: Section Two: Term of Membership.
  • Decision-making/Voting:
    • The committee will operate by consensus opinion and with comity and mutual respect.
    • If deemed necessary, the dean or his/her designee may invoke Robert’s Rules of Order to conduct committee meetings. A committee member may also request that the committee follow Robert’s Rules of Order on procedural matters, and the committee will do so if that committee member has the stated support of two other committee members at that meeting time.
    • Voting will be by raising of hands or individual voice vote, unless one committee member moves for a secret vote and is seconded by at least one other committee member. The dean or his/her designee may conduct secret ballots at his/her discretion. 
    • Motions/decisions requiring a vote will be based on the votes of members attending the meeting, and be decided by simple majority. Absentee voting or voting by proxy is not allowed. 
  • Voting options will be Yes, No, or Abstain.
    • All committee members attending the meeting will cast one vote. The Dean/designee does not vote.
    • Committee members will not directly participate in budget/hiring decisions associated specifically with their home department or school. When a committee issue involves an issue/vote on a topic directly associated with a committee member’s home department/unit, that member will remove him or herself from the room, and must abstain from voting on that issue.
    • The role of the committee is advisory and the committee recognizes that final hiring and budget decisions are made by the dean. 

Section 2:Subcommittees/Ad Hoc Committees

Subcommittees and Ad Hoc Committees may be established to address short-term or long-term issues. 

  • The dean or dean’s designee may establish sub/ad-hoc committees.
  • These committees will consist of two or more members of the Budget Committee.
  • In some cases, the nature of the issue may call for ex-officio members from outside the Budget Committee. However, a majority of the sub/ad-hoc committee members should be serving on the Budget Committee.
  • The dean may appoint or subcommittee/ad-hoc committee members may vote for a chair of the committee. In all cases, the Chair must be a member of the Budget Committee.
  • These committees will provide regular updates to the dean, dean’s designee, and/or the Budget Committee.
  • The chair of a subcommittee can call for a vote on items specifically within that subcommittee’s purview
  • To research issues in its purview, the subcommittee may request documentation or access to resources within the dean’s office. 

Article 4:Ratification and Amendment of Bylaws

  • Any committee member, the dean, or the dean’s designee may propose additions, deletions or changes to the committee’s bylaws.
    • The proposed bylaw/amendment must be circulated to all committee members at least two weeks prior to holding a vote.
    • Prior to a vote on proposed changes/amendments to committee bylaws, committee members must meet in person to discuss the proposed amendments. This may be done as part of a regularly scheduled meeting or part of a special called meeting to consider the proposal.
    • Voting will follow procedures outlined in Article 3: Organization; Section 1: Committee Operation: Decision-making/Voting. 
  • A majority vote of all committee members shall be necessary for recommending proposed amendments to the Dean. 
  • Ratification of the budget committee’s bylaws and bylaw amendments requires an affirmative vote by the majority of committee’s membership.
    • The dean must approve all ratified amendments to the bylaws.  

Article 5:Prevailing Authority of University Policies. 

The term "University Policies" shall refer to (1) any action, resolution, or policy of Auburn University Board of Trustees, or (2) any action or policy of the President of Auburn University taken within his/her authority, or (3) any administrative policy or procedure that may be adopted pursuant to the authority granted by the Board of Trustees or by the President. In the event of any conflict or contradiction between these bylaws or any action taken by the College under the authority of these bylaws, on the one hand, and any University Policy now in effect or adopted in the future, on the other hand, then the pertinent provision of these bylaws or the action taken pursuant thereto shall be superseded by the pertinent University Policy.

 

CLA Budget Committee Presentation

 

Last Updated: September 04, 2018