ARTICLE I – NAME
The name of this group shall be the UCLA Administrative Management Group (AMG). This is a recognized staff advisory group of the University of California at Los Angeles sponsored by Campus Human Resources and advised by the Associate Vice Chancellor for Human Resources. AMG is the UCLA chapter of the University of California systemwide Administrative Management Professionals (UC AMP) organization.
ARTICLE II – PURPOSE AND OBJECTIVES
A. To promote professional development.
B. To effect improved communication among teaching, research, service and administrative managers and professionals of the Los Angeles campus.
C. To provide a forum for discussion of common concerns.
D. To provide opportunities for professional staff to expand their skills and knowledge to help them become competitive for mid-level management and leadership positions.
E. To study administrative problems for the purpose of finding ways to improve operations when requested by senior management.
F. To be available as an effective and informed resource to central administration and campus units.
G. To assist members in improving the operation of their departments and units.
H. To provide an arena for professional networking and building community.
I. To collaborate with other University groups (e.g., Staff Assembly) on all appropriate matters.
ARTICLE III – MEMBERSHIP
A. For the purposes of these bylaws, any staff member at UCLA may opt into AMG membership by joining the group’s email listserv. By joining the listserv, AMG members will receive notification of events, meetings, and voting opportunities.
B. The primary constituents of AMG are administrative managers and professionals who have responsibilities for the operation of a teaching, research or administrative function and are policy covered.
C. In order to support succession planning efforts at UCLA, those who aspire to a position such as those described in Article III.B are also considered constituents and are encouraged to join the listserv.
ARTICLE IV – MEETINGS
A. Board meetings will be held on the second Tuesday of each month, and all Board members are required to attend.
B. The Chair may, at his or her discretion, cancel or reschedule any Board meeting.
C. Any AMG member who wishes to attend a Board meeting may email the Chair requesting permission to be a guest. The Chair may limit or disallow guests at any given meeting at his/her discretion.
D. Reminders of Board meeting dates and times will be circulated to AMG members via the newsletter and/or listserv, and minutes from all open meetings will be posted in Box, UCLA’s designated online storage service provider.
E. The Chair may, at his or her discretion, make registration to the annual University-wide UC AMP meeting open to Board members and other AMG affiliates before registration is open to the general campus population.
F. All issues to be voted on should meet the minimum quorum of at least half of the board membership in order to be decided or will need to be voted on during the next board meeting or can be voted on via an electronic ballot.
ARTICLE V – EXECUTIVE BOARD
STRUCTURE
AMG shall be governed by an Executive Board consisting of:
1. Voting members: Chair, Vice Chair (Chair-Elect), Treasurer, Secretary/Historian, Communications Liaison, IT Coordinator, Special Projects Coordinator, Events Coordinator, and four Members-At-Large.
2. Ex Officio (non-voting) members: AMG Conference Chair, Vice Chair, and Immediate Past Chair.
Duties
The Executive Board’s duties shall include but not be limited to:
1. Responding, in an advisory capacity, to inquiries from central administration and other units.
2. Establishing committees and designation of members.
3. Serving as a place for managers and professionals to identify and address important issues involving administrative processes, and initiate action toward resolution with central administration.
4. Reviewing new and/or revised policy drafts and making recommendations to central administration as requested.
5. Acting as the official AMG representative for purposes of communication with campus administrative officers, other campus organizations and their officers, and UC AMP.
6. Help as needed for special AMG events including the Leadership Conference, Excellence Awards, and ProShare
Term of Office
1. The term of office of elected Executive Board representatives will be two years, with an Appointment and Election process to be held annually to fill vacant positions with the exception of Vice Chair and Conference Vice Chair which serve a total term of three years as outlined below. The Vice Chair will be elected annually by the current Board membership for a two-year term, serving the first year as Vice Chair and the second year as Chair.
2. The Chair will be invited to serve in an ex officio, non-voting, emeritus capacity on the Executive Board for one year following his or her service as Chair.
3. The Conference Vice Chair shall serve a three-year term serving as Conference Vice Chair the first year, graduate to Conference Chair the second year and serve as Immediate Past Conference Chair following their service as Conference Chair. The Conference Chair serves a two-year term, the first as Conference Chair and the second as Immediate Past Conference Chair following their service as Conference Chair. Immediate Past Conference Chair serves one term following their service as Chair. The positions are initially appointed by the Associate Vice Chancellor for Campus Human Resources with subsequent positions appointed by the AMG Board.
4. A Board representative whose term has expired may opt to run for re-election to a second consecutive term, with the exception of the Chair.
5. No individual may serve in the same elected Board position for more than two consecutive terms.
6. If an elected Board member is unable to continue serving on the Board, the Executive Board may appoint an alternate to serve out the term, if deemed appropriate.
Duties of Individual Board Positions
1. Chair
a. Schedule and preside over monthly board meetings.
b. Coordinate agendas with the Vice-Chair.
c. Serve on the UC AMP Steering Committee and liaise with the Staff Advisors to the Regents.
d. Meet with the Vice Chancellor of Campus Human Resources on a regular basis.
e. Administer the UC AMP Conference announcement and the registration of UCLA staff.
f. Oversee the annual AMG Board elections. Specific duties related to the election process may be delegated at the Chair’s discretion.
g. Compose a “Message from the Chair” for AMG publications.
h. Provide opening remarks/brief welcome at the beginning of AMG events, delegating as needed.
i. Serve as a non-voting ex-officio member of all committees.
j. Assume the ex officio position of the Immediate Past Chair when term expires.
k. The Chair shall be a voting member of the Board.
2. Vice-Chair/Chair-Elect
a. Attend Board meetings.
b. Perform the duties and exercise the powers of the Chair in his/her absence.
c. Along with the Chair, attend regular meetings with the Vice Chancellor of Campus Human Resources.
d. Serve as one of two representatives to the UC AMP Steering Committee.
e. Head a committee (or delegate to another member) that administers the annual Excellence in Leadership Award (EXCEL award). This includes sending out a call for nominations, receiving nominations, overseeing the review and selection process, and making the final recommendation(s) to the Associate Vice Chancellor for Campus Human Resources. f. Serve as a non-voting ex-officio member of all committees.
g. The Vice-Chair/Chair-Elect shall be a voting member of the Board.
3. Treasurer
a. Attend Board meetings.
b. In accordance with all relevant campus accounting policies, maintain accurate electronic and/or paper records pertaining to receipt and disbursement of funds and report the status of the accounts at each regular meeting of the Board.
c. In collaboration with the Conference Chair and AMG Chair, maintain accurate records of conference expenses, report on financial activities as they relate to the conference including sponsorships, venue expenses, gifts, raffle prizes and any other conference-related activities.
d. Make recommendations concerning the budget to the Board.
e. Serve as liaison to the University sponsor’s financial officer.
f. Co-sign with the Chair, or his/her designee, all orders for disbursement of funds as directed by the Board.
g. The Treasurer shall be a voting member of the Board.
4. Secretary/Historian
a. Schedule and attend Board meetings.
b. Collect items, prepare and email the agenda, and take notes of all Board meetings and general proceedings including voting results and distribute and maintain in Box accordingly.
c. Serve as the AMG Historian, maintaining an electronic archive of meeting notes, events, programs, newsletters, and other pertinent AMG programmatic documents submitted by Board members. This also includes maintaining a record of Board member tenures, the AMG by-laws, board member job descriptions and UC AMP information.
d. Manage the AMG email account and respond to inquiries from members.
e. Perform other duties as may be required by the Board.
f. The Secretary shall be a voting member of the Board.
5. Communications Liaison
a. Attend Board meetings.
b. Act as the liaison regarding content updates to the AMG website.
c. Maintain the AMG listserv.
d. Send all mass email communications to the membership.
e. Provide leadership and devise innovative methods for increasing membership and improving the visibility of the organization. This may include developing plans for outreach and organizational marketing, producing the AMG newsletter, identifying opportunities for outreach, and providing marketing support for event and program promotion. f. The Communications Liaison shall be a voting member of the Board.
6. IT Coordinator
a. Attend Board meetings.
b. Maintain the AMG digital archives via the Confluence site in collaboration with the Historian and other Board members.
c. Work with the Communications Liaison, other AMG officers, and AMG’s assigned contacts in CHR and IT Services on how best to utilize the website to its full capacity. Includes making assessments and recommendations and implementing enhancements to the website that will further AMG’s mission (e.g. development of a public online presence via social media and/or other outlets).
d. The IT Coordinator shall be a voting member of the Board.
7. Special Projects Coordinator
a. Attend Board meetings.
b. Coordinate programs and activities for AMG members and the larger UC, including programs co-sponsored with other campus groups.
c. Work with fellow board members to develop initiatives.
d. Advise and oversee the work of all Ad Hoc Committees formed to complete short-term projects. Report on the progress of these projects to the Board.
e. Collaborate with the Communications Liaison on program marketing materials and messaging.
f. The Special Projects Coordinator shall be a voting member of the Board.
8. Events Coordinator
a. Attend Board meetings.
b. Provide leadership in the coordination of professional development events & workshops, including events co-sponsored with other campus groups (e.g., Staff Assembly).
c. Maintain an accurate calendar of all AMG events.
d. Work with the Treasurer on event-related funds management.
e. Work with the Communications Liaison on event marketing materials and messaging.
f. Create and manage an online registration process for each AMG event. Communicate registration information to event hosts and the Board as appropriate.
g. Administer post-event surveys and report the results to the board.
h. The Events Coordinator shall be a voting member of the Board.
9. Member-at-Large
a. Attend Board meetings.
b. Conduct projects/duties assigned by the Chair and/or Committee Chairs.
c. Serve on ad hoc and standing committees.
d. The Members-at-Large shall be voting members of the Board.
10. Immediate Past Chair
a. Serve in an emeritus capacity.
b. Mentor new Board members.
c. Assist with special projects.
d. The Immediate Past President shall not be a voting member of the Board.
ARTICLE VI – AMG CONFERENCE EX-OFFICIO CHAIR, VICE CHAIR, IMMEDIATE PAST CHAIR
The Board shall nominate three positions: A Vice-Chair, Chair, and Immediate Past Chair. The Vice-Chair shall serve a three-year term, serving as Vice-Chair in the first year, graduate to Chair in the second year, and serve as Immediate Past Chair in the third year. The Chair shall serve a two-year term: as Chair and subsequently as Immediate Past Chair. The Immediate Past Chair shall serve a one term terminal year following their service as Chair.
The Conference Chair, Conference Vice Chair and Conference Immediate Past Chair shall not be voting members of the Board.
1. Conference Chair
a. Coordinates planning activities for annual
b. AMG leadership conference in cooperation with Conference Vice Chair.
c. Maintains a list of roles and assignments to assist with conference logistics
d. Recruits volunteers to assist with planning & execution of event
e. Attends monthly AMG Board meetings and provides updates on conference progress
f. Brings forth major decisions impacting the conference to the board to vote as necessary
g. Arranges monthly meetings with AMG Chair, Vice Chair and Treasurer to update them on all planning activities and a review of the financial projections.
h. Keeps AVC of HR updated on all planning activities in conjunction with board chair.
2. Conference Vice Chair
a. Attend Board meetings.
b. Lead meetings in absence of Conference Chair
c. Oversees conference sponsorship including coordination with University stakeholders and communication with potential sponsors.
d. Works with the treasurer and AMG Chair to ensure proper allocations of sponsorship funding
e. Maintain notes from planning meetings to share with board
f. Provides support to Conference Chair in planning and execution of the event
3. Conference Immediate Past Chair
a. Serve in an emeritus capacity.
b. Mentor Conference Chair and Conference Vice Chair.
c. Assist with special projects
d. Provide support to Conference Chair during the conference
ARTICLE VII – APPOINTMENT AND ELECTION PROCESS
A. An Appointment and Election process will be held each spring quarter to replace any Board members whose terms are expiring, with new members taking office in July.
B. The Treasurer, IT Coordinator, and Conference positions will be filled through an appointment process administered by the Chair or his/her designee. 1. A majority of Board members voting will be required to approve an appointment.
2. Appointment of these positions will conclude prior to the election process described in Article VI.C.
C. The Secretary/Historian, Communications Liaison, Special Projects Coordinator, and Events Coordinator positions shall be filled by an election process administered by the Chair or his/her designee. 1. Prior to being included on the ballot, candidates must be approved by a majority of the Board.
2. The full AMG membership will be eligible to vote for all elected positions other than the Vice-Chair.
3. A majority of those voting will be required for election.
4. In case of a tie, a run-off election will be held within five business days of the initial election’s conclusion.
D. Two Member-at-Large positions will be filled by vote of the full AMG membership. Two additional Member-at-Large positions will be filled by Board appointment, with priority consideration being given to those candidates who participate in but are not selected by the Appointment and Election process. One elected and one appointed position will be filled each year, with another one elected and one position appointed in alternating years.
E. The Board shall nominate three positions: A Vice-Chair, Chair, and Immediate Past Chair. The Vice-Chair shall serve a three-year term, serving as Vice-Chair in the first year, graduate to Chair in the second year, and serve as Immediate Past Chair in the third year. The Chair shall serve a two-year term: as Chair and subsequently as Immediate Past Chair. The Immediate Past Chair shall serve a one term terminal year following their service as Chair.
F. In the event of a tie among elected positions, the Board shall internally vote to break a tie. In the event of a tie among Board-appointed positions, the Immediate Past Chair of AMG shall break the tie.
ARTICLE VIII – COMMITTEES
A. Ad Hoc Committees
1. Ad Hoc Committees shall be formed at the discretion of the Executive Board to complete short-term projects. Chairs of these committees will be expected to provide regular reports on the status of their activities to the Special Projects Coordinator.
B. Standing Committees
2. Standing Committees shall be formed at the discretion of the Executive Board for specific on-going purposes. Chairs of these committees who are not elected members of the Executive Board will be expected to attend Executive Board meetings and report on the status of their activities.
a. UC AMP – The Chair and the Vice-Chair or their designee will represent UCLA to the University-wide UC AMP Steering Committee.
b. ProShare
c. AMG Author Series
d. Excel Awards
e. Marketing and Brand Awareness
ARTICLE IX – AUTHORIZAITON OF EXPENDITURES
A. The Associate Vice Chancellor of Human Resources delegates authority to the AMG Executive Board for the careful stewardship and oversight of financial resources provided to AMG for the execution of AMG-related activities including proceeds from Conference attendance, sponsorship funding, and Department Gift purchased through ASUCLA. The Board is expected to exercise good judgement in how AMG funds are spent and obtain appropriate approval prior to committing funds for board or conference related activities.
1. Prior to committing AMG or Conference Funds, board members are expected to discuss proposed expenses with the treasurer to ensure availability funds and appropriateness of request
2. The Treasurer will forward and make a recommendation to the Chair and Vice Chair before it is brought to the board for a vote
3. Once the expense has been reviewed by the Treasurer, Chair and Vice Chair, it may be presented before the board for a vote
4. The vote will be noted in the meeting minutes so there is a record of the expense approval
5. Contracts requiring approval for the commitment of AMG funds require three signatures; AMG Chair, AMG Vice Chair and the initiating party and/or the AMG Treasurer in the event that the initiating party is the AMG Chair or Vice Chair.
ARTICLE X – LEGISLATION AND AMENDMENTS
A. The AMG Bylaws are accessible on the AMG web page and may be added to, amended, or repealed only by a two-thirds majority of the members voting.
B. No proposal relating to introduction, amendment, or repeal of these bylaws may be presented for vote of the general membership unless: 1. Such a proposal shall have been reviewed previously and approved by the Executive Board or a designated Ad Hoc Committee whose authority shall be limited to matters of form and the coordination of related changes in the By-Laws of the Group, as well as the Associate Vice Chancellor for Human Resources; and
2. The AMG membership has received written notice of the proposal fifteen (15) working days prior to the established date for the vote.
| Updated 6/13/2023 | Board Voted and Approved on: 6/23/23 |
