The mission of the Texas State University 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.
A. The Staff Council shall develop, maintain and implement standard operating procedures.
B. The Staff Council shall develop and maintain communication between itself and:
- staff employees,
- Faculty Senate,
- Associated Student Government,
- the university administration, and
- 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 proposals and position papers to the university president on staff concerns as determined by a majority of the Staff Council.
F. The Staff Council shall prepare and submit reports as requested by the university president.
G. The Staff Council shall prepare and submit an annual summary of all activities and reports to the university president and the university staff by August 31 of each year.
H. The Staff Council shall disseminate regular Staff Council meeting minutes to the President's Cabinet and all university staff.
I. The Staff Council shall insure that its membership reflects appropriate and diverse EEO categories.
J. The Staff Council shall monitor, review, and make recommendations on administrative actions that affect staff employees.
K. The Staff Council shall monitor, review and make recommendations on the University Policy and Procedure Statements (UPPS’s) that are in review by the university. The Staff Council Bylaws/UPPS Committee shall serve as the official reviewer of all UPPS’s. Recommendations will be presented to the Staff Council chair, which will act as final reviewer and submit the recommendations.
Membership is limited to regular full-time, staff employees who have been employed at Texas State University for 12 months immediately preceding January 1 of the year in which they are nominated. The president, vice presidents, associate and assistant vice presidents, deans, department chairs, directors and others who are members of Officials and Administrators EEO category are 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 of EEO job categories.
2. Out of the total elected, each EEO category 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. At the end of two years, representatives can elect to serve a third year with executive council approval. Those wishing to serve a third year will have to notify executive council in writing no later than April 1st, of their intent, prior to spring elections.
2. No member may serve more than three consecutive terms, or six consecutive years, except as indicated in Article V, Section A, 1, c, and d. A member may be re-elected after a one-year absence or appointed by the Executive Council as/if necessary/needed.
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. Staff Council membership vacancies
1. Vacancies in Staff Council membership 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 vacated two year term.
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
1. A member of Staff Council may be censured or removed from membership by a two-thirds vote of a quorum.
2. The Council shall retain the option to request the resignation of an executive officer who does not reliably discharge the responsibilities of office. Ordinarily such a recommendation shall originate from the Executive Committee.
a. Open discussion of the officer’s demonstrated performance and desirability of his/her performance.
3. If the officer does not resign, a formal motion for an officer’s resignation may be posted from the Council floor in general session.
a. A formal motion for an officer’s resignation with a seconded by another member of Staff Council may be posted from the Council floor in general session.
b. A simple difference of opinion shall not be construed as either inability or failure to serve.
c. A two-thirds majority by (an optional) secret ballot in a Staff Council general session when a quorum is present shall be required to obtain an officer’s resignation. If two-thirds of those present vote to request an officer’s resignation:
i. That office shall immediately be considered vacant.
ii. The vacant position will be filled at the next regular meeting of the Staff Council.
iii. However, if the removed officer is the Staff Council chair, the chair-elect shall immediately become chair unless the chair-elect decides to remain chair-elect as defined in article V. section A3b
iv. An officer requested to resign shall be ineligible to stand for re-election of the vacant officer position.
Officers shall consist of the chair, chair-elect, secretary, treasurer, parliamentarian, and two at-large positions elected by the Staff Council. The immediate past chair will serve in an ex-officio capacity as requested by the chair. Each will serve one year.
a. All officers shall be elected from the membership of the Staff Council on or before 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 vote.
b. Officers shall represent at least two (2) EEO categories (for example, administrative support, skilled craft workers, technicians/paraprofessionals).
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 category will be elected.
d. If the outgoing chair is not re-elected to Staff Council, he/she may still serve on Staff Council during the subsequent year as immediate past chair on an ex-officio basis for that year only, without voting rights.
e. Elected officers from the previous year shall serve until new officers are elected. They will act in an advisory capacity to the newly elected person for at least one month.
a. The council chair shall preside at meetings of Staff Council, carry out other duties as specified in the Staff Council Bylaws and the Staff Council Operating Procedures, and communicate Staff Council concerns to the university president through the special assistant to the 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 council, 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. The Treasurer shall keep track of the financial transactions of all Staff Council accounts. The Treasurer shall maintain all Staff Council interdepartmental transfer, E-NPO, Bookstore card, and P-card records. The Treasurer shall maintain a dual signature role for all Staff Council transactions with the Chair and or Chair-Elect. The Treasurer shall serve a one-year term in consistency with all other elected officers but is strongly encouraged to commit to serving two consecutive one-year terms. This back-to-back service will allow for continuity of record keeping. The Treasurer has the option to serve in a one-year voluntary Ex-Officio role for the purposes of training the new first-year Treasurer. Preference and consideration will be given to members in an accounting or administrative position at Texas State.
e. At-Large members will serve and provide general consultation and support to the executive council. At-Large members will also serve as liaison to all internal Staff Council committees.
f. The parliamentarian serves on the executive council and provides guidance on the appropriate conduct of meetings according to the Staff Council Bylaws and Robert’s Rules of Order.
g. The immediate past chair may attend council and executive council meetings and shall provide advice, consultation, and support to executive council leadership and membership.
3. Officer vacancies: chair
a. A vacancy in the office of chair may be filled immediately by the chair-elect. A vacancy shall be declared upon the resignation or removal by vote 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. Officer 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. Officer vacancies: other officers
Vacancies for other elected positions for unexpired terms will be filled by election at the next regular meeting of the Staff Council.
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, the Staff Council website (http://www.staffcouncil.txstate.edu/), email distribution to all staff by the special assistant of the president, 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, show of hands, or email/online methods. A vote may be by secret ballot or roll call if requested by a voting member. Voting records, if collected, will be made available except in the case of secret ballot votes. All votes will be decided by a simple majority of a quorum, with the exception of censuring or removing members or amendments to bylaws.
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 per UPPS 01.04.04 Open Meetings of University Committees to Members of the Press and Public.
6. Staff Council representatives are expected to attend regularly scheduled meetings. Any member who exceeds two (2) unexcused absences will default his/her position and must submit excuses to President and Secretary within 48 hours of the scheduled meeting. If the position is defaulted, then that member is not permitted to serve on Staff Council for the following year.
7. Staff Council will write its own standard operating procedures to guide the conduct of meetings.
8. Elected Staff Council members shall, as part of their university duties, be allowed to attend council and subcommittee meetings. University employees who are not Staff Council members shall, as part of their university duties, be allowed to attend Staff Council meetings if they are on the agenda to address the Staff 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 Staff Council meetings.
1. Executive Council: The executive council shall consist of the officers as defined in article V, section A of the Staff Council Operating Procedures.
a. The executive council shall assist the chair in setting Staff Council meeting agendas and identifying issues to be addressed by Staff Council. The executive council shall assist in implementing the actions of the Staff Council.
b. By writ of Robert’s Rules of Order: Art. IX. Committees and Boards, Section 50, Boards of Managers, etc. and Executive Committees. The executive council shall have the power of Staff Council between meetings of Staff Council.
c. The executive council, 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.
d. Meetings: The executive council 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. Each committee chair shall be responsible for providing a record of all activities for the year to be admitted to the Staff Council archives.
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.
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 four 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 council can call a special election at the recommendation of the election committee.
3. Runoff elections will be held in the event of a tie.
4. In the event of a resignation or removal of an elected officer, an election will be held at the next regular Staff Council meeting.
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, those positions will remain vacant until filled at the next election.
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 council 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 at the next month's regularly scheduled meeting. Exceptions may be made to the timeline of the proposed amendment(s) decision with the majority agreement of the Staff Council.
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; or a two-thirds vote of the Staff Council member membership if the voting is done online.
2. Any amendments to the bylaws recommended by the Council shall be submitted to the university president for approval.
President Denise M. Trauth
Revised January, 2016