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Constitution of the Baylor University Staff Council

Table of Contents

Article I. Name and Purpose
•Section 1. Name
•Section 2. Purpose and Objectives

Article II. Composition
•Section 1. Council Membership
•Section 2. Executive Council
•Section 3. Eligibility
•Section 4. Attendance
•Section 5. Vacancies

Article III. Organization
•Section 1. Annual Meetings
•Section 2. Elections
•Section 3. Committees

Article IV. Jurisdiction, Duties and Powers
•Section 1. Jurisdiction
•Section 2. Duties
•Section 3. Powers

Article V. Adoption and Ratification
•Section 1. Adoption
•Section 2. Ratification

ARTICLE I. Name and Purpose

Section 1. Name

The name of this organization shall be the Baylor University Staff Council.

Section 2. Purpose

The purpose of this organization is to advance the exchange of information within the staff of the University by providing a forum for the expression and exchange of ideas and concerns of the staff at Baylor University.

ARTICLE II. Composition

Section 1.Council Membership

The Staff Council shall be composed of 36 voting members, each serving three-year terms and rotating twelve members each year, unless otherwise specified. It shall be the responsibility of the Membership Committee to ensure that the membership of the Staff Council is representative of the University Staff.

Section 2. Executive Council

Regular term of office for Executive Council members commences at the end of the May meeting and terminates at the end of the following May meeting when the new slate of officers takes office.

In the case that the Chair‐Elect is serving his/her final year of their first or second term, he/she will be allowed to serve as an exception for one additional year as Chair of Staff Council as an ex‐officio, nonvoting member except in the case of a tie.

Section 3. Eligibility

Any University staff member may nominate an eligible staff member, upon securing permission of the nominee, and/or self‐nominate. The Membership Committee may also make nominations for Staff Council representatives. Nominees must have been employed and with the University a minimum of two years. The Membership Committee will confirm with all nominees their awareness of the duties of being a Council member and their acceptance of that commitment, if elected.

Nominations are due to the Committee three weeks prior to the March meeting. A ballot of confirmed nominations will be presented for review to the Council at the March meeting with election, by University Staff members, being held prior to the April meeting. Newly elected Staff Council members will be introduced to the Council at the May meeting.

Members in the third year of their first term shall be eligible for immediate re‐election for a second term during the elections that year. Members seeking re‐election for a second term and replacement members seeking election for a regular term shall be listed on the ballot as incumbents. Members rotating off the Council from their second term shall only be eligible for re‐election after one year has passed.

Section 4. Attendance

instances where absences cannot be avoided, a representative may be sent by the absent member. This representative shall not be counted for quorum purposes and shall not vote on issues at hand. Excessive absence shall be ‐three missed meetings in an academic year and shall generate an immediate review by the Membership Committee.

Section 5. Vacancies

In instances where absences cannot be avoided, a representative may be sent by the absent member. This representative shall not be counted for quorum purposes and shall not vote on issues at hand. The Chair of the Membership Committee shall inform the Committee if any member of the Staff Council is excessively absent from Staff Council meetings. Excessive absence shall be 3 missed meetings in an academic year and shall generate an immediate review by the Membership Committee. After review by the Membership Committee, a vacancy may exist and shall be filled by the first runner-up for that position in the last election. When a vacancy cannot be filled from the most recent election, the Executive Committee may appoint a temporary member to serve the rest of the year.

Section 6. Vacancies

The Executive Council has oversight for the process of filling vacancies in these offices and to resolve questions of eligibility as defined in the bylaws. The Staff Council membership shall be notified as soon as possible of any vacancies and pending elections. The vacancies must be filled at the first meeting following notification of a vacancy; a called meeting may be necessary depending on the timing of notification of the vacancy.

Other vacancies in the Council shall occur whenever a Staff Council member resigns from the Council, terminates employment with the University, or transfers from one position of employment to another not within the same division. Staff Council members transferring within the same division may remain on the Council the remainder of their term but must notify the Membership Committee of their change in department/office.

ARTICLE III. Organization

Section 1.

The Staff Council shall meet at least monthly during the year, except for the months of June, July, and August. The Chair may call a special meeting of the Staff Council whenever the Chair deems it necessary, and a special meeting of the Staff Council may also be called upon the receipt of a petition of the Chair signed by at least nine members of the Staff Council. A majority of the voting members of the Staff Council shall constitute a quorum. Unless objected to by a majority of the members of the Staff Council, the Chair may from time to time, with advance notice to the Staff Council, invite other members of the University community or the general public to designated meetings.

Section 2.

Annually at the April meeting, The Staff Council shall elect from its members a Chair, Chair Elect, and Secretary. These offices shall be elected by secret ballot with the order of election being Chair, Chair Elect, and Secretary. The Council has the authority to fill vacancies in these offices and to resolve questions of eligibility. The Council membership shall be notified as soon as possible of any vacancies and pending elections. The vacancies must be filled at the first meeting following notification of a vacancy; a called meeting may be necessary depending on the timing of notification of the vacancy.

Section 3.

The Staff Council may establish such Staff Council Committees as it deems appropriate and may determine the procedures for appointing chairpersons and committee members.

ARTICLE IV. Jurisdiction, Duties and Powers

Section 1.

The Staff Council shall study, consider, and exchange ideas concerning any matter affecting the University staff.

Section 2.

The Staff Council shall seek, devise, and propose to either the Executive Council or the Administration, as appropriate, new programs, modifications of current programs, or solutions to problems.

Section 3.

The Staff Council shall provide a research group on proposed policies and/or programs referred by either the Executive Council or the Administration.

Section 4.

The Staff Council shall provide a communication channel to the University Administration and/or Executive Council for proposals and recommendations.

Section 5.

The Staff Council shall provide a communication channel that would disseminate information to the University Staff.

Section 6.

The Staff Council shall create a procedure and establish a body to consider the grievance of any staff member.

Section 7.

The Staff Council shall provide a forum for matters of concern brought before it by any staff member.

ARTICLE V. Adoption and Ratification

Section 1.

The Constitution will come into effect when adopted by two-thirds of the membership of the Staff Council then present and voting at a regularly scheduled meeting of the Staff Council.

Section 2.

This Constitution may be amended by a two-thirds majority of the membership of the Staff Council present and voting at a regular or called meeting of the Staff Council provided that advance notice of the proposed amendment was given, at least, two weeks prior to the regular or called meeting when the voting is to take place.

As amended Dec 10th, 2013