By-Laws of the Staff Council
ARTICLE I. Officers, Election, Duties
The elected officers of the Staff Council shall be the Chair, Chair Elect, and Secretary. The Chair, Chair Elect, and Secretary shall each be elected annually by the Staff Council membership. The Chair may appoint a Parliamentarian, Historian, Treasurer and other such officers as may be deemed necessary upon the approval of a majority of the Staff Council.
The officers shall be elected as follows: The Staff Council Chair shall appoint a Nominating Committee before the March meeting. The Staff Council Chair shall serve as Chair of the Nominating Committee and members shall be comprised of 4 members of the Council. The Committee shall solicit nominations and recommendations from members of the Council, shall determine whether nominees consent to serve if elected, and shall prepare a slate of candidates with at least one nominee for each position. Members of the Council shall be advised by the Secretary of such slate of candidates at least two weeks prior to the April meeting.
The annual election shall be held at the April meeting with the order of election being Chair, Chair Elect, and Secretary. Any member of the Staff Council may submit independent nominations, provided such nominations are filed with the Secretary at least one week before the meeting of elections. Individuals making the nomination must have determined that the nominee consents to serve if elected. Each member may vote for one candidate only for each office. Candidates receiving a majority vote from those members present and voting shall be elected to the office. If no candidate receives a majority vote, the top two candidates shall be placed in a run-off. When a tie exists for the run-off positions, the tie shall be promptly determined by lot. Newly elected officers shall take office at the end of the May meeting and serve until the following May meeting when the new slate of officers takes office.
The duties of the offices shall be as follows: The Chair Elect shall serve as Chair in the event of the Chair's death, resignation, or removal from office. The Chair may delegate to the Chair Elect such duties as the Chair may prescribe. The Chair Elect shall preside at the meetings of the Staff Council in the absence of the Chair.
The Secretary shall keep minutes and records of all the proceedings of the Staff Council and shall receive and keep all reports and correspondence from committees of the Staff Council, University committees, University officials, and others having business with the Staff Council. The Secretary shall regularly prepare minutes of each meeting of the Staff Council and shall distribute such minutes to the members of the Staff Council.
The Historian should be one appointed by the chair, and shall maintain, in a binder, copies of the Staff Council newsletter, approved minutes, and any news articles pertaining to the Staff Council. The Historian shall also keep in the binder, a photographic record of Staff Council special events. The Historian shall maintain any other records requested by the Chair and will submit all bound records to the Texas Collection at the end of each annual term.
The Parliamentarian, should one be appointed by the chair, shall advise the Chair on all matters of procedure at the meetings of the Staff Council, according to the latest revision of Robert's Rules of Order.
The Treasurer should be one appointed by the Chair, and shall serve for a term of two years. The Treasurer will be responsible for accepting donations from Staff Council members and depositing them into the Staff Council agency account. The Treasurer will be responsible for paying all invoices associated with the purchase of flowers for Staff Council family members. All invoices must first be approved by the Staff Council Chair. The Treasurer will attend TRAX training in order to be able to process the deposits and payments.
ARTICLE II. Executive Committee
The Executive Committee of the Staff Council shall consist of the Chair, Chair Elect, and Secretary. The Chair of the Staff Council shall serve as chair of the Executive Committee. The Executive Committee shall assist and advise with the Staff Council Chair and shall exercise those powers delegated to it by the Staff Council. In case of an emergency, it shall have the power to act for the Staff Council or call an emergency meeting of the Staff Council. Except as otherwise provided, it shall be responsible for appointing members to such Staff Council Committees as are established.
All actions taken by the Executive Committee shall be reported to the Staff Council at its next meeting and all such actions may be rescinded at that time by a majority vote of the Staff Council.
ARTICLE III. Committees
The Staff Council may establish such standing and ad hoc committees as it deems appropriate. Except as may otherwise be provided, the Executive Committee shall appoint the members and the Chair shall designate the chair of any such committee. Such members and chairs shall serve during the Staff Council Chair's term of office unless the committee is earlier dissolved or the Chair acts to remove a member or a committee chair.
The Nominating Committee shall be a representative body comprised of the Staff Council representatives. The Chair shall select the membership of the Nominating Committee with the assistance and advice of the Executive Committee. The Chair shall also be a member of the Nominating Committee and serve as its chair. The Nominating Committee shall have the duties and exercise the functions as provided in the Constitution and Bylaws.
The Membership Committee shall be a representative body comprised of the Staff Council representatives. The Staff Council Secretary shall serve as its chair with 4 members of the Council being appointed by the Staff Council Executive Committee. The Membership Committee shall have the duties and exercise the functions as provided in the Constitution and By-Laws.
ARTICLE IV. Meeting Agenda and Procedures
The Staff Council shall meet according to the schedule and requirements as stated in the Constitution of the Staff Council.
No business shall be transacted at a meeting unless a quorum is present and continues to be present at the meeting. A majority of the duly elected and qualified members constitutes a quorum. In the absence of a quorum, the Chair may only make announcements of an informative nature, rule on the existence of a quorum, and recess once for a short period to attempt to secure a quorum.
The Chair shall prepare an agenda for each meeting in conjunction with the Executive Committee and shall distribute it to each member on or before the Friday preceding the meeting. The Chair may allot a time period for agenda items and if so, the duration of discussion of such items at the meeting shall be restricted unless altered by a majority vote of the Staff Council. Any staff member of the University may bring a matter of University concern to the attention or through a member of the Staff Council. The Chair shall make an appropriate announcement of the matter either in writing attached to the agenda or by placing the matter on the agenda. Substantive propositions calling for formal action, such as recommendations or reports on the part of the Staff Council, must be included in the agenda for the meeting if final action is to be taken at the meeting. If an item that was not placed on the agenda prior to the meeting is introduced, it may be placed upon the agenda for final action at the meeting only if a three-fourths majority vote of the members is in favor of adding it to the agenda.
Voting on matters before the Staff Council shall normally be by yeas or nays (voice vote or show of hands). A secret ballot will be held if requested by any five voting members either in advance of the meeting or at the time of the vote. Electronic voting or vote by mail may be authorized by the Chair on urgent or important matters as long as the method of voting is consistent for all members. Electronic or mail votes may not be counted along with in-person votes and shall not be treated as absentee votes.
Meetings of the Staff Council shall not be open to the general public unless the Chair directs otherwise and a majority of the Staff Council does not object. Meetings of the Staff Council shall not exceed ninety minutes in duration. The time of meeting may be extended by majority vote of the members present and voting.
ARTICLE V. Adoption and Amendment
These Bylaws will come into effect when adopted by a majority of the membership of the Staff Council then present and voting at a regularly scheduled meeting of the Staff Council.
These Bylaws may be amended by 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 the prior regularly scheduled meeting of the Staff Council.
As amended May 6, 2008