University of Southern Indiana

Bylaws

Article I. NAME
The name of 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 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 with at least 90 days of service. 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. A majority of eligible Staff Council members need to submit a vote for an election to be valid. All elections shall be by secret ballot, and results of elections are to be kept on file for two years.  The Nominating Committee shall review for availability and submit candidate names for the office of chair, which will be elected by eligible Staff Council members at the June meeting.  The elected chair will assume duties at the July Staff Council meeting.  The election of vice chair and secretary will be held at the July Staff Council Meeting, and will assume duties immediately.

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 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 replacement chairs for 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 coordinates the training of new members and committee chairs, prepares placards for new members or members with new titles or roles and assists with other internal council organization, such as preparing binders for members and calendar of meetings and events for the Staff Council website. 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 will work with the chair, vice chair and committee chairs to schedule rooms for meetings and events. The secretary, together with the chair and the vice chair, shall prepare an annual report for the Council. This report shall be presented by the chair 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 20 voting representatives elected from the eligible population. No more than five alternate, non-voting representatives may serve on the Council.

Section 2. Elections
There shall be an annual election of representatives to be held during the month of May.  Nominations for candidates may come from any eligible non-exempt staff and must be forwarded to the Nominating Committee.  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 candidate for each vacancy shall be submitted by the Nominating Committee.  The results of the election shall be retained for two years. Candidates not elected for a voting seat, will be considered alternate representatives ranked by the number of votes received. If an elected member resigns, the open seat with its complete term will be offered to the highest ranked alternate.

Section 3. Term of Office
The term of office for a representative shall be two fiscal years (July 1 through June 30). A representative may not serve more than two consecutive terms. Any alternate who steps into a relinquished representative’s role will serve out that representative’s remaining term.  The alternate’s replacement term will be considered his/her first term. The term of office for an alternate shall be one fiscal year (July 1 through June 30). 

Section 4. Filling Vacancies
In the event a representative cannot complete their term, the highest ranked alternate shall be offered 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 alternate 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. All alternates are highly encouraged to attend meetings in order to be knowledgeable on Staff Council matters.

Section 2. Special Meetings
The Staff Council may be called into a special session by its Chair. All representatives must be notified in writing, by email or by telephone at least 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 Council meetings without sufficient cause during any six month period will be removed as a representative. Written or email 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 representatives plus any other eligible employee. Representatives are required to serve on at least one 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. Bylaws
      b. Nominating
      c. Web

The members of each Committee shall elect each Committee Chair. If the Committee Chairperson position becomes vacant, then the Chair with the approval of the Executive committee shall appoint the Committee Chair to serve for the remainder of the fiscal year.  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 and plan several annual events, including but not limited to, The Giving Tree, Archie’s Food Closet, Student Worker Appreciation Week and the Employee Picnic.

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 bylaws 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 week prior to the meeting.

amended: 09/26/01
amended: 06/09/09
amended: 04/20/15
amended: 05/16/17

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