Federal Executive Board Diversity Council By-Laws

"To create and promote a diverse Federal work environment that emphasizes a commitment to treat all people with dignity, trust, and respect by recognizing their beliefs, values and differences."

1. NAME: Federal Executive Board

2. AUTHORITY: By direction of the Federal Executive Board (FEB) of Minnesota the Diversity Council is established to represent all Federal employees in the State of Minnesota.

3. PURPOSE: As designated by the FEB, the purpose of the Diversity Council will be to coordinate programs and activities that promote a safe, diverse workforce within the Federal Government. In addition, serve as a liaison between the Federal community and the minority, veteran and disabled communities within the State of Minnesota.

4. OBJECTIVES: The objectives of the Diversity Council shall be to:

• A. Serve as the Federal agency’s liaison to Minnesota communities for furthering equal employment opportunities. Coordinate programs and activities that promote the employment of women, minorities, veterans and people with disabilities in the Federal workplace.

• B. Improve and promote training of Special Emphasis Program coordinators in order for the incumbents to be effective when working with management and the workforce of their respective Federal agencies. Serve as a source of information on programs and employment sources between the Federal agencies and Special Emphasis Program Coordinators.

• C. Provide training that not only enhances cultural awareness but also provides career development opportunities for Federal employees and people of the State of Minnesota.

• D. Assist Federal employees in identifying and developing skills in order to enhance their promotion potential.

• E. Provide to the FEB Policy Board: program goals, objectives and annually provide a summary of the Council’s achievements for review and approval.

• F. Serve as a source to network and to share information on programs and activities that relate to the enhancement of opportunities for all employees within the agencies those members represent.

5. STRUCTURE OF THE FEB DIVERSITY COUNCIL:

• A. The Diversity Council shall consist of designated representatives from Federal agencies. Representatives must be designated by their Federal agency heads to serve on the Council. Individuals may include Special Emphasis Program Coordinators, Equal Employment Advisory Council members, Diversity Consultants, EEO professionals or other interested employees as directed by Agency.

• B. The Diversity Council Officers will consist of two Co-Chairs, Secretary and Membership Liaison. The Director and Assistant Director of the Federal Executive Board will serve as permanent members. All officers of the Council will be selected by the FEB Policy Board for one year terms. Membership solicitation will occur as necessary through nominations by self or by request with Agency approval.

• C. The Council may form standing sub-committees or teams to accomplish special projects and/or functions that further the goals and objectives of the Diversity Council. The Diversity Council Co-Chairs shall have the authority to appoint Team Leaders when the sub-committee is formed. The sub-committee shall be abolished when their purpose is served. Team Leaders may solicit members or they may be appointed by the Chair(s) to assist in accomplishing projects.

6. MEMBER'S RESPONSIBILITIES ARE TO:

• A. Regularly attend Diversity Council meetings (including sub-committee meetings, if applicable) and Council sponsored events. If unable to attend, members have the responsibility to contact another council member to be updated on events of the meeting.

• B. Inform their agency heads and agency employees of all Diversity Council activities and encourage them to provide their ideas and recommendations.

• C. Provide feedback about the concerns of all employees to the Diversity Council.

• D. Serve as an advocate for the concerns of the diverse workforce within the agency they represent.

• F. Serve as role models within their respective agencies and communities to enhance public service.

7. MEETINGS:

• A. Meetings of the full Diversity Council will be held on the first Thursday of every month.

• B. Sub-Committee(s) will meet the first Thursday of every month, one hour before or immediately following the full Council meeting. Other meetings of ad hoc committees may be held at the discretion of the members.

8. ROLES OF THE OFFICERS:

• The Diversity Council officers shall consist of the following:

  TWO CO-CHAIRS, SECRETARY, AND MEMEBRSHIP LIAISON

• CO-CHAIR(S):

Will be appointed by the FEB Policy Board after all applications for the position are considered. The Co-Chairs shall preside at all meetings of the Diversity Council, call special meetings of the Diversity Council as may be necessary, serve as liaison with the FEB, and act as spokesperson for the Diversity Council on all occasions. In addition, the Co-Chairs shall be responsible for the preparation of reports such as the FEB annual work plans and progress reports. The Co-Chairs will also be responsible for appointing sub-committee chairs as authorized elsewhere in these By-Laws.

• SECRETARY:

Will be a member volunteer and/or appointed by the Diversity Council Co-Chairs. The Secretary shall record accurate minutes of the meetings, preserve them in a minutes book to be handed to the Secretary’s successor, furnish a copy of the approved minutes to the Diversity Council and the FEB of Minnesota Policy Board. In addition, it will be the responsibility of the Secretary to ensure that all members on the Council receive copies of all meeting minutes and correspondence that relates to the Council’s activities.

• MEMBERSHIP LIAISON:

The Membership Liaison will be selected every two years by the FEB Policy Board. The Membership Liaison will be responsible for soliciting new members and fielding questions from potential members. The Liaison will also be responsible for guiding potential members through the membership application process and ensure they are provided with the By-Laws. In addition, the Liaison is responsible for keeping a current member list.

• TEAM LEADERS:

The lead or point of contact for sub-committees shall be termed “Team Leaders” and shall direct the activities of said body in accordance with the decisions of the Diversity Council and report to the entire membership on the activities of the sub-committee. Reports on functions of the work plan and offers progress reports.

9. FISCAL RESPONSIBILITIES:

Obligations for expenditures must be prepared by the Council Co-Chairs and approved by the FEB Executive Director. Obligations that exceed $100 also require the concurrence of the Program Chair. Obligations which exceed $1,000 also require the concurrence of the Program Chair and the FEB Chairperson(s). All contracts or agreements are signed by the FEB Executive Director following the Concurrence of the Diversity Program Chair. All payments to individuals, Honoraria, or groups for services must be paid from the FEB treasury after presentation of a signed invoice. All cash transactions must be receipted. Proceeds from Diversity Council events are to be deposited to and retained by the FEB general account. The funds are considered part of the FEB General Treasury and subject to FEB Policy Board directives.

The FEB shall report to the Diversity Council once per year an accounting/report of the Fiscal year budget.

10. At the September meeting of the Diversity Council the Chair will be responsible for ensuring that goals and objectives are developed, a work plan, and budget formulated and submitted to the Executive Director of Federal Executive Board for review by the FEB Policy Board.

11. All correspondence directed outside the council will be approved by the Executive Director of the Federal Executive Board.

13. The By-Laws are subject to an annual review by the membership at the September meeting. Revisions can be made as necessary to conduct business for the forthcoming fiscal year. Proposed revisions should be provided to the FEB Policy Board for discussion and approval. Each member of the Diversity Council will receive a copy of the By-Laws.