Constitution and Bylaws of
The Rochester Black Employee Association
ARTICLE I. NAME
SECTION 1. The name of the Organization shall be Rochester
Black Employees Association (RBEA).
SECTION 2. The primary location of the Organization shall
be Monroe County in the state of New York.
ARTICLE II. PURPOSE
SECTION 1. VISION STATEMENT: Rochester Area Black Employees
are equitably represented at all levels of management, key
operational assignments, critical programs and projects. Management
systems are in place, which routinely ensures and inspects
their intake, growth and development. Xerox Management at all
levels acknowledges Black Employee's measurable organizational
value and ensures they are rewarded for their contributions.
Black Employees recognize and accept their responsibility to
reach out and share their knowledge and successes within the
Black Community.
SECTION 2. MISSION STATEMENT: The Rochester Black Employees
Association’s mission is:
· Identify and expose barriers to Black Employee advancement
in the work environment, and to work in concert with Xerox
Management to remove them.
· Foster and create vehicles for skills enhancement through training,
seminars and networking.
· Encourage Xerox Black Employees to have a visible, positive
impact within the Black Community by sharing and providing
skills and support where appropriate.
SECTION 3. OPERATING PRINCIPLES:
A. Recognize, articulate and support the premise that Xerox
Corporation has a legal, moral and social responsibility to:
· Employ, develop, promote and retain Black personnel on the
basis of individual ability.
· Recognize that an aggressive Diversity Staffing Program, with
special emphasis for Black employees, is fundamental to ensuring
realization of that commitment.
B. Based on the principle that professional abilities and
talents are possessed by individuals, and are not the exclusive
trait of any one ethnic or racial group.
· Support all efforts to eliminate employment and promotion practices
which tend to deny this fundamental principle.
· Practice by example and communicate this principle to appropriate
levels of Management.
C. Recommendations to appropriate levels of Management
methods and means to develop and Black Employee’s goals.
D. Provide support, advice, and counsel to local Xerox Black
Caucus Groups.
E. Establish an effective two-way communication process between
Management and Black Employees.
F. Foster the belief that excellent job performance is a keystone
to career advancement.
G. Role model the aggressive pursuit of all available education
and training opportunities.
H. Assist Black Employees within Xerox and the Monroe County
Community who are adversely affected by discriminatory practices
I. Recognize the positive effect of spiritual enrichment among
the Black community and support spiritual nourishment of all
Black employees.
ARTICLE III. EXECUTIVE COMMITTEE
SECTION 1. The Executive Committee shall consist of the President,
Vice-President, Secretary, Controller, Program Coordinator,
Communications Coordinator and NBEA Liaison who are elected.
SECTION 2. Duties and Responsibilities:
A. Recommend policy for the Organization and maintain the
bylaws.
B. Set Rochester Black Employees Association objectives for
the calendar year and long-range goals and plans.
C. Provide a forum for proactive and/or reactive procedures.
D. Meet with Xerox Senior Staff to discuss items of mutual
interest and concern, in conjunction with NBEA if appropriate.
E. Support Unity across Caucus Groups.
E. Financial member: pay dues, registration fees and participate
in fund-raisers.
SECTION 3. The following are the offices of the Executive
Committee. The general population will elect each office.
A. PRESIDENT:
· Principal elective officer of the Organization.
· Presides at all regular and Special Meetings of the Organization,
the Executive Committee, and shall be a member ex-officio,
with right to vote, of all committees except the Nominating
Committee.
· Communicates and make suggestions to the Organization or to
the Executive Committee on matters that promote the welfare
and increase the usefulness of the Organization, and shall
perform other duties as are necessarily incident to the office
of President, or as may be prescribed by the Executive Committee.
· Responsible to the Executive Committee for the satisfactory
operation of the Organization in accordance with these bylaws.
· Makes Executive Committee appointments subject to Executive
Committee approval.
· Sign with the Treasurer all contracts or other committing documents
authorized by the Executive Committee and give consent to sign
checks for the disbursement of Organization funds.
· Together with selected members of the Executive Committee,
meet with senior management, to discuss items of mutual interest
and concern.
· As required, convene meetings of Black Managers, and/or other
interested parties, in pursuit of the purposes for which the
Organization was established.
· Officially represent the Organization at meetings of other
organizations/ associations, which espouse similar purposes.
· Perform other duties as may be prescribed by the Executive
Committee.
B. VICE-PRESIDENT:
· As requested or required, fill the responsibilities of President.
· Responsible for the administrative operations of the Organization.
Shall work with the respective local representatives and the
Program Coordinator in planning operational events, i.e. town
meetings, advisor meetings, etc.
· Perform other duties as may be prescribed by the Executive
Committee.
C. CONTROLLER:
· Shall collect and have charge of all funds due or belonging
to this Organization and shall deposit it in bank or trust
company approved by the Executive Committee: under direction
of Executive Committee shall disburse funds.
· Keep financial books and accounts of the Organization and report
the financial status of the Organization quarterly to the Executive
Committee. Financial accounts and books shall be audited annually
by the Executive Committee
· Sign with the consent of the President contracts or other committing
documents authorized by the Executive Committee, and checks
for the disbursement of Organization funds.
· Keep track of all Financial Members.
·
Arrange the orderly transition of the Organization’s
bank accounts to the new administration at the end of his/her
time of office.
· Arrange for the bonding of President and Controller at the
expense of the Organization, in such a sum, as the Executive
Committee shall prescribe, should such bonding become appropriate.
· Perform other duties as may be prescribed by the Executive
Committee.
D. SECRETARY:
· Keep an accurate record of the proceedings of all meetings
of the Organization, the Executive Committee, and of any committees
when so requested.
· Maintain a current list of all members, Executive Committee
Members, and members of committees.
· Responsible for the issuance of notices for all regular and
special meetings of the Executive Committee.
· Shall be responsible for the coordination of Regular and Special
Meetings and other meetings convened by the President or his/her
designee.
· Responsible for all correspondence of the Organization.
· Act as the RBEA historian.
· Perform other duties as may be prescribed by the Executive
Committee.
E. PROGRAM COORDINATOR:
· Act as a catalyst for engaging all members in the planning
and implementation of agreed upon activities.
· Defines the scope of services and activities the organization
will provide its membership.
· Responsible for coordination of the planning and implementation
of agreed upon activities.
· Perform other duties as may be prescribed by the Executive
Committee.
F. COMMUNICATION COORDINATOR:
· Responsible for ensuring and developing ongoing communications
and collateral's to the General Body. These responsibilities
should utilize various media as deem appropriate by the Communication
Coordinator.
· Act as focal point for the Organization Representatives.
· Responsible for communicating RBEA activities.
· Maintain a list of all Executive Committee Members, Advisors,
Organization representatives, General Body members and Committees
Members.
· Perform other duties as may be prescribed by the Executive
Committee.
G. NBEA LIAISON:
· Represent the organization at the NBEA national level and ensure
that the RBEA is highly visible to the NBEA.
· Coordinate activities between RBEA and other caucus groups.
· Assist in the sharing of best practices/programs between RBEA
and other caucus groups.
· Act as a catalyst to ensure RBEA and NBEA are in sync.
· Perform other duties as may be prescribed by the Executive
Committee.
H. CHAPLAIN:
· Provide leadership for the spiritual development of the Organization
by embracing all cultural and spiritual heritage of African-Americans
to enhance the health and well being of members and family.
· Provide counsel to elected officers and advisors.
· Provide prayer and acknowledgment as appropriate at meetings,
conferences and other activities.
· Expected to attend RBEA Executive Committee meetings.
· Perform other duties as may be prescribed by the Executive
Committee.
Chaplain is an appointed position. Appointment shall be by
the RBEA President with concurrence of the RBEA Executive Committee.
SECTION 4. ELECTION/APPOINTMENT AND TERMS:
· The RBEA Executive Committee shall be elected by the General
Body consistent with the process contained in these by-laws.
· Elected officers shall serve a 2-year term beginning in January
following the election.
· Appointments shall be for a term of one year and can be renewed
annually at the discretion of the President and the Executive
Committee.
· The term for appointed positions begins in January.
SECTION 5. RE-ELECTION: Officers on the RBEA Executive Committee
can be re-elected to an office for two (2) concurrent terms
(maximum of four (4) years).
SECTION 6. VACANCIES: The RBEA Executive Committee will be
responsible for filling vacancies. The RBEA Executive Committee
can select someone to fill the vacant office until the next
election cycle.
SECTION 7. REMOVAL: The RBEA Executive Committee, Advisors
or Organization Representative may petition the removal of
any officer on the Executive Committee. The removal of an officer
will require a vote of the RBEA Executive Committee and Advisors.
An affirmative vote of two-thirds (2/3) of the RBEA Executive
Committee and Advisors is required for removal.
ARTICLE IV. ADVISORY BOARD
SECTION 1. Minimum of two (2) and a maximum of four (4).
SECTION 2. To the extent possible, the Advisory Board shall
be cross-organizational.
SECTION 3. Roles and Responsibilities:
· Shall be available to the RBEA officers and commit to mentor
at least one officer.
· Provide information to RBEA on Xerox business direction, needs,
skill requirements, key jobs/positions and strategies. Share
advice and knowledge to facilitate the incorporation of this
information into RBEA strategies and activities.
· Be a visible supporter of RBEA including within the work environment
and the support of events.
· Is a financial member: pay dues, registration fees and participate
in fund-raisers.
· Inspect and provide input on RBEA operating procedures.
SECTION 4. APPOINTMENTS AND TERMS: Shall be recruited by the
RBEA officers for a term of two (2) years.
ARTICLE V. ORGANIZATION REPRESENTATIVES
SECTION 1. PURPOSE: Act as a liaison between the general body
and the Executive Board. The selected representative(s) will
be responsible for communicating pertinent information between
Executive Board and their organization's general body; voicing
issues and concerns of their general body to the Executive
Committee. The method for communication between the Organization
Representatives and the RBEA Executive Committee will be called
out in Article VI. of the RBEA By-Laws.
SECTION 2. COMPOSITION: The Organization Representatives will
consists of representatives from a chosen number of Xerox divisions,
organizations or groups. The number of representatives will
be determined by the RBEA Executive Committee.
SECTION 3. SELECTION & TERMS:
The Organization Representatives:
· Will be selected by members of the groups of which they are
a member. The selection process will be determined by the individual
groups.
· Will serve term of two (2) years.
ARTICLE VI. MEETINGS
SECTION 1. EXECUTIVE COMMITTEE MEETING: The Rochester Black
Employees Association Executive Committee shall meet at least
monthly at such time and place as the Committee deems appropriate.
Special meetings of the Executive Committee shall be called
by the President, duly authorized representative of the President,
or upon written request of a majority of the Executive Committee.
Written notice shall be required announcing the call a Special
Meeting, specifying the purpose(s) for which the meeting will
be held. The business at any Special Meeting shall be confined
to the matter stated in the notice.
SECTION 2. RBEA BOARD MEETING: The Rochester Black Employees
Association Executive Committee and Organization Representatives,
shall meet quarterly or as required. Notification regarding
a meeting will be sent thirty (30) days prior to the meeting,
with a weekly follow-up beginning two weeks prior to the meeting.
The agenda shall be determined by the Executive Committee and
published by the RBEA Secretary.
SECTION 3. GENERAL BODY MEETING: The Rochester Black Employees
Association Executive Committee shall hold quarterly General
Body Meetings or as required. Notification regarding a meeting
will be sent thirty (30) days prior to the meeting, with weekly
follow-up beginning two weeks prior to the meeting. The agenda
shall be determined by the Executive Committee and published
by the RBEA Secretary.
ARTICLE VII. ELECTION PROCESS
SECTION 1. The RBEA Election Process covers the seven (7)
elected positions on the Executive Committee:
A. President
B. Vice-President
C. Controller
D. Secretary
E. Communications Coordinator
F. Programs Coordinator
G. NBEA Liaison
SECTION 2: The Chaplain is appointed by Executive Committee.
SECTION 3: The nomination process for any of the seven (7)
elected positions on the Executive Committee is:
A. A General Call for nominations will be made to the membership
ninety days prior to the scheduled election.
B. All nominations shall be submitted to the RBEA Executive
Committee sixty (60) days prior to the scheduled election.
C. Each Nominee must submit their biography to the RBEA Secretary
by the specified date established by the RBEA Executive Committee.
SECTION 4: The following minimum criteria must be met by each
nominee:
A. Nominees for the office of the President must have a minimum
five (5) years Xerox experience.
B. Nominees for the office of Secretary must have access to
Xerox PC Mail and the Internet.
C. It is preferable that Nominees for the office of Treasurer
have prior experience/expertise in financial management, financial
analysis or in position(s) with responsibilities similar to
those of the office of the Treasurer.
D. Additional criteria for nomination can be established by
the RBEA Executive Committee, based upon Board policies.
E. It is preferable that Nominees for any of the seven (7)
elected positions have Caucus Group experience.
F. Financial Member of RBEA.
ARTICLE VIII.MEMBERSHIP
SECTION 1. GENERAL BODY: All African Americans or persons
of African origin employed by the Document Company - Xerox,
its subsidiaries or affiliates, in Monroe County, are considered
a part of RBEA General Body.
SECTION 2. FINANCIAL MEMBER: Anyone part of the General Body
who pays annual dues for the current fiscal year.
SECTION 3. ACKNOWLEDGMENT OF MEMBERSHIP: Upon acceptance of
the application and payment, RBEA welcomes the new member and
distributes membership cards and other introductory items.
ARTICLE IX.FINANCE AND PROPERTY
SECTION 1. The Organization shall not be operated for profit,
and its entire properties, assets and funds shall be used only
to accomplish the objectives and purposes specified in these
bylaws. On dissolution of the Organization, any funds remaining
shall be distributed to one or more established organized and
qualified charitable, educational, scientific, or philanthropic
organization(s) selected by the RBEA Executive Committee. No
parts of said funds shall be distributed to members of the
Organization.
SECTION 2. Upon application for membership, the applicant
shall agree to pay one year’s dues. The annual dues for
each member of the RBEA shall be collected annually. The annual
dues are non-refundable. The amount of dues will be determined
by the Executive Committee annually.
SECTION 3. RBEA funds will be used per Executive Committee
approval for the following:
· Teleconference Calls
· Travel to National meetings as appropriate
· Programs and/or educational events sponsored by RBEA
· Scholarship Funds and other Non- Profit organizations i.e.
- College’s
- High School(s)
- Elementary School(s)
- UNCF
- Urban League
- NAACP
- Others to be determined
· Condolences
· Authorized and documented expenses
SECTION 4. We shall solicit sponsors to generate additional
revenue to support the Annual Budget.
SECTION 5. Fiscal Year: January to December.
ARTICLE X.AFFILIATIONS
In furtherance of its purposes, the Rochester Black Employees
Association shall seek and maintain affiliations with individuals
and groups or organizations that support this organization’s
purposes as outlined herein.
ARTICLE XI.AMENDMENTS TO BY-LAWS
SECTION 1. These bylaws may be altered, amended or repealed
in whole or in part by the affirmative vote of two-thirds (2/3)
of the RBEA Board and Advisors present at any meeting, or at
any special meeting called for this purpose, or where such
proposed actions have been incorporated in the notice of the
meeting.
Adopted in Rochester, New York
February___, 1999
____________________________________
President
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