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Bylaws
Article I. NAME
The name if this organization shall be the UNIVERSITY OF SOUTHERN INDIANA STAFF
COUNCIL.
Article II. PURPOSE
The Staff Council represents the Non-Exempt Staff of this institution. Its
purpose is to support the University and assist in making the managerial process
more effective by:
encouraging the enhancement of the work environment and work life of employees;
fostering staff involvement in University matters as appropriate;
and upholding and strengthening the mission of the University of Southern
Indiana.
Article III. MEMBERSHIP
Eligibility for membership in this organization shall be limited to all regular
full-time non-exempt employees. Ex-officio, non-voting members will include the
immediate past Staff Council Chair, the President of the University and any
other persons so designated by the President.
Article IV. OFFICERS
Section 1. The Officers
The officers are Chair, Vice-Chair, and Secretary shall constitute the Executive
Committee.
Section 2. The Elections
An annual election of officers shall be held during the month of July. Elections
shall be by secret ballot. All current representatives shall be entitled to
vote. The newly-elected officers will assume their duties immediately upon
election at the July meeting. The Nominating Committee shall submit candidate
names that are available
for office. The candidate must have successfully completed the University's
90-day probationary period to be eligible for elected office. Results of
elections will be kept on file for two years.
Section 3. Term of Office
The term of an office shall be for one fiscal year (July through June). No
elected executive committee member shall serve in any office more than two
consecutive terms. However, in the event no candidate other than the incumbent
who has served the maximum terms in an office is willing to stand for election,
the council may vote
to suspend the term of office limit and accept a nomination for the incumbent to
run for the same office for another term.
Section 4. Filling of Vacancies
In the event an executive officer cannot complete their term, the remaining
Executive Committee members shall, with advise and consent from Council, appoint
an elected representative from the Staff Council to fill that position to the
conclusion of the term.
Section 5.
The Chair shall preside at all meetings, appoint chairs of committees; act as
the official Staff Council representative; and, together with the Vice-Chair and
Secretary, prepare the Annual Report to the Council. The report shall be
presented by the Chair at the last meeting of the term.
The Vice-Chair shall assume the duties of the Chair in his/her absence and be
prepared to assume the office of Chair in the event of a vacancy. In the event,
the Vice-Chair is unable to assume the duties, a new election will be held in
accordance to the existing Staff Council rules. The Vice-Chair also serves as a
liaison with all standing committees. The Vice-Chair, together with the Chair
and the Secretary, shall prepare the Annual Report for the Council. This report
shall be presented by the chair at the last meeting of the term.
The Secretary shall record the minutes of all meetings. Approved copies of the
minutes will be available for all eligible employees. The Secretary shall keep a
current count of eligible employees and departments in which they are employed.
The Secretary, together with the Chair and Vice-Chair shall prepare an Annual
Report for
the Council. This report shall be presented at the last meeting of the term.
Article V. ORGANIZATION OF STAFF COUNCIL
Section 1. Representatives
The total number of representatives will be proportionately dependent upon the
total number of eligible employees. Staff Council membership shall be limited to
a maximum of twenty (20) representatives elected from the eligible population.
Section 2. Elections
There shall be an annual election of representatives to be held during the month
of May. All eligible employees may vote for candidates nominated for open seats
on the Council. The candidates receiving the highest number of votes in their
areas shall be representatives. The newly-elected representatives shall assume
their duties July 1. Election shall be by secret ballot. At least one (1)
candidate for each office shall be submitted by the Nominating Committee. The
results of the election shall be retained for two (2) years.
Section 3. Term of Office
The term of office for a representative shall be two (2) fiscal years (July 1
through June 30). A representative may not serve more than two (2) consecutive
years. If a representative leaves his/her area as a result of resignation or
termination from the University, they relinquish their position on the Council.
Section 4. Filling Vacancies
In the event a representative cannot complete their term, the person with the
next-highest number of votes shall fill that position to the conclusion of the
term, provided such appointment conforms to other provisions of these by-laws.
The Nominating Committee, with the guidance of the Executive Committee, in the
event of insufficient candidates from the election pool, will canvas the
affected area for a replacement to serve out the term of the resigning
representative.
Section 5. Duties
The Council shall serve in an advisory capacity to the Administration. All
matters appropriate for action shall be submitted in writing to the Staff
Council. Proposals for consideration by the Staff Council may be presented by
any eligible employee. All proposals must be in written form.
The Staff Council shall prepare revisions of the By-Laws: serve as a channel of
communication between represented areas and the Council; make recommendations on
matters of concern to the Council; fill un-expired terms, vacancies, and special
committees appointed by the Chair; supervise Council/Committee elections; and
communicate with new employees.
Article VI. MEETINGS
Section 1. Regular Meetings
The representatives of the Staff Council shall meet at least once a month during
the fiscal year at such time and place as the Chair may elect.
All meetings of the Staff Council are open meetings.
Section 2. Special Meetings
The Staff Council may be called into a special session by its Chair. All
representatives must be notified in writing or by telephone at least 24 hours
prior to a special meeting.
Section 3. Quorum
A majority (50 percent + one) of representatives shall constitute a quorum to
conduct official business at any regular meeting or special meeting of the Staff
Council.
Section 4. Attendance
Any Council member who is absent from more than two (2) council meetings without
sufficient cause during any six month period will be removed as a
representative. Written notification by the Chair to the representative will be
given.
Article VII. EXECUTIVE COMMITTEE
Section 1. Members
The Executive Committee shall be Chair, Vice-Chair, Secretary, and Immediate
Past Chair.
Section 2. Duties
The Executive Committee shall arrange all business meetings; establish
committees for research, study and any other legitimate purpose consistent with
expressed or perceived interest of the eligible employees at the University of
Southern Indiana, and prepare recommendations on behalf of the Council to the
Administration.
Article VIII. STANDING COMMITTEES
Section 1. Description of Committee
Standing committees will be chaired by elected representatives . The number of
committee members should consist of a minimum of three (3) representatives plus
any other eligible employee. Representatives are required to serve on at least
one standing committee. The standing Committees are as follows:
a. Nominating
b. Economic Benefits
c. Employee Relations
The Executive Chair, with the approval of the Executive Committee, shall appoint
Standing Committee Chairs to serve in vacated positions for the term's duration.
Each Standing Committee should meet at least once a month.
Section 2. Duties
The Nominating Committee shall prepare a slate of eligible candidates who have
consented to serve if elected; and prepare ballots for the annual election and
any other special elections.
The Economic Benefits Committee shall, in consultation with the administrative
staff, review and study matters with economic impact and make recommendations to
the Council.
The Employee Relations Committee shall address appropriate matters and other
concerns of the Staff Council.
Section 3. Special Committees
The Chair, with the approval of the Executive Committee, can appoint any special
committees as deemed necessary.
Article IX. PROCEDURES
The Staff Council shall abide by the current edition of Robert's Rules of Order.
These rules shall govern the Council in all cases to which they are applicable.
Article X. AMENDMENTS
These by-laws may be amended by a two-thirds majority vote of the total Council,
subject to approval by the authorizing body, at any regularly-scheduled meeting
provided that a written proposal for the amendment was submitted to the members
of the Council at least one week prior to the meeting.
amended: 9/26/01
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