University of Southern Indiana
Bylaws

Article I. NAME

The name of this organization shall be the UNIVERSITY OF SOUTHERN INDIANA STAFF COUNCIL.

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 uphold and strengthen 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 Support Staff 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 offices of 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. 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. Elections shall be by secret ballot. All current representatives shall be entitled to vote. Results of elections will be kept on file for two (2) years. The newly-elected officers will assume their duties immediately upon election at the July meeting.

Section 3. Term of Office

The term of an office shall be for one (1) 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 said 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 advice and consent from Council, appoint an elected representative from the Staff Council to fill that position to the conclusion of the term.

Section 5. Duties

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 posted on the Staff Council web page. The Secretary, together with the Chair and the 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 shall be Council representatives. The newly elected representatives shall assume their duties July 1. Election shall be by secret ballot. At least one (1) candidate for each vacancy 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 bylaws. The Nominating Committee, with the guidance of the Executive Committee, in the event of insufficient candidates from the election pool, will canvass 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 bylaws; serve as a channel of communication between represented areas and the Council; make recommendations on matters of concern to the Council; fill unexpired 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 Council approves. 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 twenty-four (24) hours prior to a special meeting.

Section 3. Quorum

A majority (50 percent plus one) of representatives shall constitute a quorum to conduct official business at any regular meeting or special meeting of Staff Council.

Section 4. Attendance

Any Council member who is absent from more than two (2) Council meetings without sufficient cause during any six (6) 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 Council meetings, establish committees for research, study, and any other legitimate purpose consistent with expressed or perceived interest of the eligible employees at the University, 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 (1) Standing Committee and may also serve on a Subcommittee. The Standing Committees are as follows:

a. Economic Benefits

b. Employee Relations

The Subcommittees are as follows:

a. By-laws

b. Nominating

c. Web

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. Each Subcommittee will meet as needed.

Section 2. Duties

The Nominating Committee shall prepare a slate of eligible candidates who have consented to serve if elected, and to 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 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 last one (1) week prior to the meeting.

 

amended: 9/26/01

amended: 6/9/09


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