For Staff
For Texas State Staff
Bylaws
TEXAS STATE UNIVERSITY-SAN MARCOS
STAFF COUNCIL BYLAWS
I. NAME
The name of the organization will be TEXAS STATE UNIVERSITY-SAN MARCOS STAFF COUNCIL.
II. MISSION
The mission of the Texas State University-San Marcos Staff Council, herein after referred to as the Staff Council, shall be to promote and enhance the status of the University staff, to ensure the effective contribution of staff expertise toward University goals, and to act as liaison between the University President and staff employees. The Council shall represent the collective body of the staff and shall report directly to the University President.
III. RESPONSIBILITIES AND OBJECTIVES
A. The Staff Council shall develop, maintain and implement standard operating procedures.
B. The Staff Council shall develop and maintain communication between itself and:
1. staff employees,
2. Faculty Senate,
3. Associated Student Government,
4. the University administration, and,
5. the University President.
C. The Staff Council shall appoint committees as necessary to accomplish its work.
D. The Staff Council may, when appropriate, nominate Council members to serve on other councils and committees.
E. The Staff Council shall prepare and submit to the University President proposals and position papers on staff concerns as determined by a majority of the Staff Council and prepare and submit reports as requested by the University President.
F. The Staff Council shall prepare and submit to the University President and the staff an annual summary of all activities and reports by August 31 of each year.
G. The Staff Council shall disseminate minutes to all staff, and the President's Cabinet.
H. The Staff Council may monitor, review, and make recommendations on administrative actions that affect staff employees.
I. The Staff Council shall monitor, review, and make recommendations on University Policy and Procedure Statements that affect staff employees. The Staff Council Chair shall serve as official reviewer of all University Policy and Procedure Statements in the 04.04 series.
IV. MEMBERSHIP
A. Eligibility
Membership is limited to regular full-time, staff employees who have been employed at Texas State University-San Marcos for 12 months immediately proceeding January 1 of the year in which they are nominated. The president, vice presidents, deans and department chairs are on other councils and not eligible to be on Staff Council.
B. Staff Council Composition
1. The Staff Council shall consist of 25 to 28 elected positions based on proportional representation by EEO job classification.
2. Each EEO classification shall have a minimum of two positions available. An elected representative or alternate whose job classification changes during his/her term of office will serve the constituency who elected him/her until his/her term expires.
3. The Immediate Past Chair will serve in an ex-officio basis as a member of the Council for one year and their classification will have no bearing on the composition of Council.
4. The Staff Council shall appoint members that serve on an ex-officio basis. An ex-officio member provides assistance to the Council’s effort in carrying out specific tasks or projects (e.g., assistance with website development and maintenance, fundraising activities).
C. Terms of Office
1. Representatives shall serve two-year terms. Terms of office shall begin
on September 1.
2. No member may serve more than three consecutive terms except as indicated in Article V, Section A, 1, c, and d but may be reelected after a one-year absence.
3. Serving more than one-half of a term shall count as a full term when determining the number of terms a member may serve. A Staff Council member who has served less than one-half of a term may serve three more consecutive terms.
D. Vacancies
1. Vacancies will be filled from among those who were nominated but not elected at the last election, in order of the highest number of votes received. These individuals will be announced as alternates when voting results are publicized.
2. The individuals filling the vacancies will serve only for the unexpired term of the position vacated.
3. In the event that a vacancy is not filled by an alternate, that position will remain vacant until filled at the next scheduled election.
E. Censure or Removal from Staff Council
A member of staff council may be censured or removed from membership by a two-thirds vote of a quorum.
V. ORGANIZATION
A. Officers
Officers shall consist of the Chair, Chair-elect, Secretary, Parliamentarian, two at-large positions elected by the Staff Council and the Immediate Past Chair. Each will serve one year.
1. Terms
a. All officers shall be elected from the membership of the Staff Council at the first regularly scheduled meeting in September hereinafter referred to as the initial meeting. The initial meeting is the first regularly scheduled meeting immediately following the election of new members and the re-election of current members. Newly elected and re-elected members shall be eligible to vote for officers. Outgoing members may not.
b. Officers shall represent at least two (2) classifications.
c. If the Chair-Elect is elected in the second year of his/her term that person shall serve to fulfill the 2-year obligation of that office. For the third year, one fewer representative from that person's classification will be elected.
d. If the outgoing Chair is not re-elected, he/she may still serve during the subsequent year as Immediate Past Chair on an ex-officio basis for that year only.
e. Elected officers from the previous year shall serve until new officers are elected at the September meeting. They will act in an advisory capacity to the newly elected person for at least one month.
2. Duties
a. The Council Chair shall preside at meetings of Staff Council; carry out other duties as specified in these Bylaws and the standard operating procedures; and communicate Staff Council concerns to the University President.
b. The Chair-Elect shall assume the responsibility of the Chair when the Chair is absent or otherwise unable to perform his/her duties, assist the Chair as required, and assume the duties of the Chair the following year.
c. The Secretary shall maintain accurate records of attendance, prepare the agendas as established by the Executive Committee; keep and disseminate minutes of all business conducted by the Staff Council, coordinate and prepare required reports and correspondence for the Staff Council, and announce meeting times.
d. At large members serve on the executive committee and assist in formulating the meeting agenda and providing general consultation and support.
e. The Parliamentarian serves on the executive committee and provides guidance on the appropriate conduct of meetings and shall provide advice, consultation, and support to Council leadership and membership and maintain the official copy of Bylaws and Operating Procedures.
f. The Immediate Past Chair shall attend all Council and Executive committee meetings and shall provide advice, consultation, and support to Council leadership and membership.
3. Vacancies
a. A vacancy in the office of Chair may be filled immediately by the Chair-Elect. A vacancy shall be declared upon the resignation of the Chair or at such time as the Chair is no longer employed at Texas State.
b. The Chair-Elect may decide whether to take the position of chair, or remain chair-elect and call for the election of a new chair for the unexpired term at the next scheduled meeting.
c. If a Chair-Elect assumes the Chairmanship with less than six months, the Chair-Elect may choose to remain Chair for the next fiscal year. At the next regular meeting, the new Chair shall determine if he/she will continue his/her chairmanship for the next fiscal year.
4. Vacancies -- Chair-Elect
A vacancy in the office of Chair-Elect shall be filled by election at the next regular meeting of the Staff Council.
5. Vacancy -- Other Officers
Vacancies for other elected positions for unexpired terms will be filled by election at the next regular meeting of the Staff Council.
B. Meetings
1. The Staff Council shall meet once a month at a time and place designated by the Staff Council. Notices of meetings shall be published in the Staff Council minutes, Texas State Human Resources Bulletin, as well as by memo to Council members.
2. Special meetings may be called by the University President, the Council Chair, or at the request of at least one-third of the members provided notification has been sent to all members two working days prior to the meeting.
3. Voting on motions and issues brought before the Staff council shall be by voice or show of hands, unless a vote by secret ballot is requested by a voting member. All votes will be decided by a simple majority of a quorum, with the exception of censuring or removing members or amendments to by-laws.
4. A quorum shall consist of a simple majority of the Staff Council membership. Without a quorum, members present may determine actions and submit results for ratification at the next regular meeting.
5. Meetings shall be open to all interested parties.
6. Staff Council representatives are expected to attend regularly scheduled meetings. Any member missing four (4) meetings in one fiscal year will default his/her position.
7. Staff Council will write its own standard operating procedures to guide the conduct of meetings.
8. Elected members shall, as part of their University duties, be allowed to attend Council and subcommittee meetings. University employees who are not Council members shall, as part of their University duties, be allowed to attend Council meetings if they are on the agenda to address the Council.
9. Statements made during meetings of the Staff Council shall be privileged communication. Members and guests shall not be subject to retaliation or disciplinary action as a result of the expression of their views at Council meetings.
C. Committees
1. Executive Committee: The Executive Committee shall consist of the officers as defined in Article V, Section A.
a. The Executive Committee shall assist the Chair in setting Staff Council meeting agendas and identifying issues to be addressed by Staff Council. The Executive Committee shall assist in implementing the actions of the Staff Council.
b. The Executive Committee, in its official capacity, shall not take a public stand or voice an opinion on an issue without approval by a majority vote of the Staff Council.
c. Meetings: The Executive Committee shall meet monthly at a time and place designated by the Council Chair.
2. Standing Committees are described in the standard operating procedures. Membership of these committees is open to any member of staff council.
3. Special Interest Committees. Appointment by the Staff Council to Special Interest Committees is open to any eligible staff member of the University as defined in Article IV, Section A.
VI. ELECTIONS
A. Staff Council members and alternates are only filled by scheduled elections. Elections are conducted through online secret ballot. They are carried out by the Election Committee of Staff Council according to standing operating procedures approved by Staff Council.
B. There are three types of elections for members:
1. Regular election for vacant Staff Council positions for the next service year will be held during May (nominations) and June (voting).
2. In the event of vacancies on Staff Council, the Executive Committee can call a special election at the recommendation of the Election Committee.
3. Run off elections will be held in the event of a tie.
C. Eligible staff employees may nominate themselves for Staff Council. Their self-nomination shall attest to their willingness and ability to serve as a Staff Council member or alternate.
D. If there are fewer eligible, self-nominated candidates than available positions per EEO category classification, those positions will remain vacant until filled at the next election.
VII. AMENDMENT OF BYLAWS
A. Proposal of Amendments
1. The Bylaws will be reviewed by Staff Council every year.
2. Any member desiring to amend the Bylaws shall submit the proposed amendment(s) in writing to the Staff Council Chair.
3. The Executive Committee shall review the proposed amendment(s) and recommend course of action by Staff Council at its next regular meeting.
4. The Secretary shall send a copy of each amendment to the entire membership prior to the next regularly scheduled meeting. Voting will take place the next month's regularly scheduled meeting.
5. Robert’s Rules of Order shall form the guidelines for the adoption of any amendments to the by-laws.
B. Adoption of Amendments
1. Adoption of the proposed amendment(s) shall require a two-thirds vote of the members present and voting at general meeting provided notice has been given previous month.
2. Any amendments to the Bylaws recommended by the Council shall be submitted to the University President for approval.
VIII. ROBERT’S RULES OF ORDER
The rules of parliamentary practice comprised in the current edition of Robert’s Rules of Order Newly Revised, will govern all staff council proceedings subject to such special rules as have been or may be adopted or unless otherwise specified by these bylaws.
IX. OPERATING BUDGET
The University shall establish an operating budget sufficient to meet the needs of printing and disseminating minutes, reports, etc. The Chair of the Staff Council shall be the account manager.
Approved:
_______________________________________
President Denise M. Trauth Date
Revised April 2009
Approved
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