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article i: council name

article i: council name

The name of the organization will be the Arizona State University (ASU) Staff Council (also referred to as “SC,” or the “Council”).

Article II: Organization, membership and alliance

Article II: Organization, membership and alliance

The SC shall consist of Classified Staff and University Staff at Arizona State University. There shall be an Executive Board which is comprised of President, Treasurer, Parliamentarian, Secretary and Past President as well as a Vice President and Assistant Vice President from each campus. Each campus shall have its own elected Executive Council, comprised of a Vice President and Assistant Vice President; as well as Council members and committee members that participate in Council activities. The campus sections of the SC shall coordinate activities and communication through common meetings and meetings of the Executive Council for all campuses.

article iii: mission statement

article iii: mission statement

Provide support and a voice for staff at the University through communication, education and engagement.

article iv: role of the council

article iv: role of the council

Section 1: Recommendations on Issues and Activities

  1. The Council shall serve as an advisory organization providing guidance and feedback to the ASU President (or designee) on issues that may affect staff.
  2. The Council shall facilitate various activities, events, and programs related, but not limited to:
    1. Implementation of university-wide programs
    2. Ways to enhance the work environment
    3. Improving mutual respect and the workplace climate
    4. Salary and benefits issues
    5. Staff personnel policies and procedures
    6. Training and development opportunities

Section 2: Recommendations for Representatives

The Executive Board, while working with the overall Staff Council, will recommend representatives for membership on university related committees and/or task forces which may have an impact on staff related issues.

 

article v: responsibilities of sc members

article v: responsibilities of sc members

  1. Council members shall seek and gather feedback and input from departmental staff on issues related to the university employment climate. Council members shall communicate these issues with the Executive Council and/or Executive Board, and work to resolve the issue and/or find solutions to remedy the issues.
  2. Council members will attend regularly scheduled meetings, committee meetings, and other special sessions as needed (see Article XII, Section 1). Council members are expected to attend at least 75% of meetings to keep in good standing. Meetings can be attended either in-person or remotely, if a remote option is offered/available.
  3. Council members will participate in SC standing committees that are outlined in these bylaws, and will also seek other staff outside the Council to serve as members of these committees. Council members are required to serve on at least one (1) committee. Attendance expectations for committee meetings are the same as regular meetings with members attending at least 75% of meetings.
  4. Council members will report, orally or in writing at each general Council meeting, on the activities and items discussed or reviewed at any other university related committee meeting(s) in which they attended as a Council representative.
  5. Active Council members will be invited to attend the annual meeting in June each fiscal year.

article vi: staff council membership

article vi: staff council membership

Section 1: Elected and Appointed Council Members

  1. The Council membership should strive to reflect a ratio of approximately one (1) council member per each campus academic or administrative unit that are either elected or appointed to the Council.
  2. Elected Council members shall represent the staff in each of the academic or administrative unit at each of the campuses, in addition to their Council section at their campus, and the SC as a whole.
  3. Council members shall be elected into office during the month of April, through the election process with the Executive Council members from each campus (see Article VII).
    1. The term period for elected Council members shall be for two (2) fiscal years, with an option to extend their membership for a second term with supervisor approval (see Article VII, Section 1).
    2. During the months of May and June, recently elected and appointed Council members are encouraged to attend and participate in discussions at Council meetings.
  4. Appointed Council members are individuals that are appointed to an SC position to properly ensure that each academic or administrative unit is represented on the Council. Appointments may be made by the ASU President (or other designee) or by one of the campus Vice Presidents.

    Section 2: The Executive Board

    1. The Executive Board shall be comprised of a President, Treasurer, Parliamentarian, Secretary, Past President, and the Vice President and Assistance Vice President for each campus.
    2. To prevent a complete Executive Board turnover every year, the Council will elect new Executive Board members from the general Council membership, to serve a term period of two (2) fiscal years as follows:
      1. Each odd numbered fiscal year, a new President and Treasurer will be elected. (Class A).
      2. Each even numbered fiscal year, a new Secretary and Parliamentarian will be elected. (Class B).
      3. There shall be two (2) classes of Executive Board Members with respect to the Terms of Office designated as Class A and Class B. The term of office to the initial Class A shall be for a two (2) year term, the initial term for the Class B shall be for a one year term.
    3. The Spokesperson for the Council shall be the President, as voted by Council members, and will serve for a term period of two (2) fiscal years.

    Section 3: Ex-Officio Members

    1. The ASU President shall appoint three (3) designees from the leadership of ASU to serve as liaisons, and report on the activities and recommendations of the Council. The primary designee shall be the Associate Vice President for Human Resources.
    2. The Associate Vice President for Human Resources (or other designee) will serve as an ex-officio (non-voting member) on the Council, and shall report on the activities and recommendations of the Council to the ASU President.
    3. The SC President shall serve as Past President for two (2) fiscal years, following the completion of their term as President, and as an ex-officio (non-voting member) except in cases of tie votes in Council elections or decisions.

    Section 4: Administrative Associate

    The Council shall be provided an benefits-eligible Council Admin, which is a paid position working under the supervision of the SC President as well as within the Office of Human Resources.

article vii: election process for sc members

article vii: election process for sc members

Section 1: Candidate Eligibility for Council Members

  1. Candidates seeking membership to the Council must be a Classified Staff or University Staff employee.
  2. Candidates must complete their employment probationary period prior to their nomination of self-nomination.

Section 2: General Council Member Election Procedures

  1. All Council members will be elected/appointed for a term of two (2) fiscal years each April.
  2. An elected member of the Council may extend his/her service voluntarily, and with supervisor approval, for a second two (2) year term without standing for election (except for Executive Board positions).
  3. Council members must remain off the Council for a period of one (1) fiscal year after serving any portion of his/her term (up to 2 terms maximum), before running for re-election or being re-appointed. Exception to this will occur with supervisor approval for continued service on the Council (not the Executive Board) on a yearly basis.
  4. Voting in the election for Council members is open to all benefits-eligible staff.

article viii: election of staff council officers

article viii: election of staff council officers

Section 1: Candidate Eligibility for Executive Board or Executive Council Members

  1. Any Council member may run for an Executive Board or Executive Council position.
  2. Candidates seeking the position of President, Treasurer, Secretary, Parliamentarian or a campus Vice President or Assistant Vice President must have served on the Council as an elected or appointed member for at least six (6) months prior to the election for that fiscal year.

Section 2: Executive Board or Executive Council Election Procedures

  1. All elected Executive Board or Executive Council members will serve for a term of two (2) fiscal years, and may serve consecutive terms, up to four (4) fiscal years. The fiscal year will be considered July 1 through June 30.
  2. Voting for Executive Board or Executive Council members is open to all Council members.
  3. Executive Board or Executive Council members must remain off the Executive Board or Executive Council for a period of one (1) fiscal year after serving any portion of his/her term (up to 2 terms maximum), before running for re-election or being re-appointed.

article ix: responsibilities of executive board and executive council

article ix: responsibilities of executive board and executive council

 Section 1: Executive Board and Executive Council Responsibilities

  1. Yearly updates of the strategic plan, which will clearly define the long and short-term objectives of the Council.
  2. Meeting on a bi-monthly basis, prior to the regularly scheduled meetings to address agenda and other pertinent Council issues.
  3. The overall financial integrity of the Council.
  4. Annual reviews of the bylaws that represent the Council mission statement, and provide recommendations for amendments to the bylaws.
  5. Provide the policies and procedures for how the Council conducts business.

Section 2: President Responsibilities

  1. Shall preside with voting rights at all Executive Board meetings.
  2. Serves as the Council representative at all university committee and/or task force meetings.
  3. Serves as liaison to the Activities & Events and Staff Appreciation Committees.
  4. Communicates to the Executive Board on working environment issues reported by staff and Council members, and advises the ASU President on changes and improvements that can be implemented.
  5. Appoints Council members to represent the Council on various university-related committees and/or task forces upon the recommendation of the Executive Board.
  6. Provides direction and assigns duties to the Council Admin, who supports the Council activities and roles.
  7. Has authority to approve and sign:
    1. Council financial documents; and
    2. Official Council correspondence.
  8. Serves as a representative and designated signer on the Reduction-in-Force panel.
  9. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.
  10. Serves as the Spokesperson for the Council
    1. Communicates with the AVP of Human Resources (or other designee).
    2. Serves as the Council spokesperson at all major staff-related events as requested.
    3. Serve as the Council spokesperson at any ad-hoc committee meetings or presentations as requested.
    4. Serves as media contact for Council press releases, or interviews in coordination with the Office of University Affairs.
    5. If unavailable for a certain event or meeting, the Spokesperson may designate another Executive Board member to stand in.

Section 3: Campus Vice President and Assistant Vice President Responsibilities

  1. Shall preside with voting rights at all Executive Board and Council meetings for their respective campus.
  2. The Assistant Vice President shall have voting rights at all Executive Board and Council meetings for their respective campus and assumes the duties of the Vice President for their campus section in the absence of that officer.
  3. Maintains and provides, on a quarterly basis, a list of currently eligible staff to the committee chairs and President for their campus section.
  4. Keeps an updated list of all Council committees and its members, and a list of university related committees and/or task forces that Council members are serving on.
  5. Records the attendance of all members at campus section meetings, and reports to the Council Admin to maintain attendance records.
  6. Assistant Vice President shall record the minutes of their campus meetings and forward to the Secretary for record keeping.
  7. Recruits a staff representative from each academic and administrative unit for their respective campus section.
  8. Requests end of the year reports from committee chairs to be presented to the Executive Board.
  9. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

Section 4: Parliamentarian Responsibilities

  1. Shall preside with voting rights at all Executive Board meetings.
  2. Exercises general supervision over the regularly scheduled Executive Board meetings and assists campus Vice Presidents (upon request) with meetings of their Councils, which will be governed by the latest revised edition of Robert’s Rules of Order.
  3. Serves as the official keeper of Robert’s Rules of Order, and recommends an updated version when needed.
  4. Serves as liaison to the Sustainability and Work Climate Committees.
  5. Provides information to the Secretary to send official notification of dismissal or appropriate warning notices to a member when necessary.
  6. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

Section 5: Treasurer Responsibilities

  1. Shall preside with voting rights at all Executive Board meetings.
  2. Works with Council Admin to ensure they keep and maintain all financial transactions which involve income or expenses.
  3. Responsible for official financial documents.
  4. The Council Admin receives funds in the form of account transfers, cash, or checks, and deposits into the appropriate university account for each campus section. All campus section related funds and/or general Council funds received must be routed through the Council Admin under the guidance of the Treasurer.
  5. Presents a verbal report of funds expended and/or funds received at each regularly scheduled Executive Board meeting and provide a written report to the campus Councils on a quarterly basis.
  6. Serves on Council committees and/or may be appointed by the President to serve on a university committee and/or task force.
  7. Serves as liaison to the Scholarship & Fundraising committee.
  8. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

Section 6: Secretary Responsibilities

  1. Shall preside with voting rights at all Executive Board meetings.
  2. Ensures that a record of all Board, Council, Committee and meeting minutes are recorded properly.
  3. Certifies and keeps the original, or a copy of these bylaws as amended or otherwise altered.
  4. Assists Council Admin with the website updating and record keeping as needed, including attendance records.
  5. Serves as liaison to the Health & Safety as well as the Communications Committee.
  6. Assists with any and all correspondence for the Council and verifies all records.
  7. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

Section 7: Past President Responsibilities

  1. Shall preside with voting rights at all Executive Board meetings.
  2. Provides advice and leadership to the Executive Board regarding past practices and other matters to assist the Board in governing the Council.
  3. Serves as liaison to the Elections Committee and assists with all Council elections.
  4. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

article x: staff council membership vacancies

article x: staff council membership vacancies

Section 1: Grounds for Dismissal

  1. A Council member shall be subject to dismissal for failing to fulfill the duties and responsibilities of Council members and/or elected positions, as outlined in the bylaws.

Section 2: Dismissal Procedures

  1. The intent to dismiss a Council member or elected position must appear on the written agenda prior to the next regularly scheduled meeting and must include the reason for the dismissal.
  2. A dismissal vote requires a two-thirds (2/3) majority vote of the Council members present at any given meeting.
  3. The Elections committee will oversee the voting, which will be done by secret ballot. In the event of a tie, the dismissal fails.
  4. The Council member being considered for dismissal cannot vote.
  5. Any elected or appointed Council member, with the exception of ex-officio positions, may be subject to dismissal.

Section 3: Council Member Resignations

  1. If a Council member chooses to resign they must submit a Letter of Resignation to the Secretary. Once accepted, a resignation cannot be rescinded.
  2. The Vice President (or designated substitute) for that campus section must announce any resignations at the next regularly scheduled meeting.

Section 4: Council Member Replacement Procedure

  1. If an elected Council member resigns, is recalled, or is no longer staff and there is less than six (6) months left of his or her term, no replacement shall be made. The position shall be filled at the next general election. The Vice President for that campus section may choose to hold a special election before the next general election.
  2. If an elected member resigns, is recalled, or is no longer staff, and there is more than six (6) months remaining on his or her term, the Elections Committee will provide the name of the eligible candidate who received the next highest number of votes in the last election to the Vice President of that campus section. The Vice President for that campus section may appoint that candidate to serve for the remainder of the term.

Section 5: Appointed Member Replacement Procedures

  1. For appointed members' vacancies, the Vice President for the campus section will notify the SC President to inform the Associate Vice President of Human Resources (or other designee) to submit a request to the ASU President to appoint a member to complete the term (see Article VI, Section I).

Section 6: Executive Board Member Replacement Procedures

  1. If the President position becomes vacant any time prior to the end of his or her term, the Vice Presidents from each campus section will vote to determine which Vice Preisent will succeed as the President for the balance of the term.
  2. If the Vice President position for any campus section becomes vacant at any time prior to the end of his or her term, the Assistant Vice President of that campus will succeed as Vice President for the balance of the term.
  3. If the Assistant Vice President position for a campus section becomes vacant anytime prior to the end of his or her term, a special election will be held at the next regularly scheduled meeting to choose a new Assistant Vice President for the balance of the term.
  4. If the Secretary, Parliamentarian or Treasurer position becomes vacant any time prior to the end of his or her term, a special election will be held at the next regularly scheduled Executive Board meeting to choose a new officer from among the Executive Council members. The new officer will serve for the balance of the term.

article xi: staff council committees

article xi: staff council committees

Section 1: Establishment of Council Committees

  1. The addition or deletion of any committee or subcommittee must appear on the written agenda for the next Council meeting, and must pass by a majority vote by the Council.
  2. The Executive Board shall determine the charge and directives for approved Council committees, except for standing committees as defined in Section 3.
  3. Council committees shall be reviewed on an annual basis, and revised, deleted, or added as a standing committee to the bylaws as deemed appropriate by the Executive Board.

Section 2: Committee Members and Committee Chairs

  1. Any staff member may serve on a Council committee.
  2. Committee members are strongly advised to seek staff volunteers to serve on their committees (see Article VI, Section 2).
  3. There is no limitation on the number of years a staff member can serve on any committee.
  4. Council committees for each campus section must have a representative who is appointed by the Vice President.
  5. The President may appoint Council members to serve as committee chairs, should there not be any volunteers available.
  6. Committee members shall be appointed or removed by the chairperson for each committee.
  7. Committee chairs shall:
    1. Document and maintain committee procedures and committee member list, and update them as needed.
    2. Hold regular meetings with other committee members to discuss items and events related to committee activities.
    3. Present written reports at least quarterly, or as requested by the Executive Board.

Section 3: Definitions of Standing Staff Council Committees

  1. Activities and Events Committee
    Responsible for:
    1. Planning and coordinating various Council activities and events to include, but not limited to, any of the following:
      1. Homecoming Block Party Information Booths
      2. Lunch & Learn Series
      3. Town Hall
      4. CSW/SC Professional Development Conference
      5. Relay for Life
      6. Other Social Events
    2. Working with the Communications Committee to coordinate the necessary marketing materials to promote Council activities and events.
    3. Participating in other major university events, such as Homecoming, Graduation, and Fall Welcome.
    4. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issue they are exploring.
  2. Communications Committee
    Responsible for:
    1. Gathering and distributing information regarding university activities, events, and announcements that may affect staff on a weekly basis (using appropriate technology)/
    2. Maintaining and updating the SC information brochure, and providing it for Council activities and events, or other university events that may involve or support the Council’s mission and goals.
    3. Maintaining and updating the Council's social networking pages to include all social media accounts.
    4. Reviewing the information content of the SC website, and suggest changes, additions, or deletions to the Council Admin
    5. Providing any other marketing materials needed to promote various Council activities and events, and to recruit Council members.
    6. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issue they are exploring.
  3. Elections Committee
    Responsible for:
    1. Working with the Communications Committee to prepare a Call for Nominations announcement, to be approved by the Council Board, and distributed by the Council Admin.
    2. Conducting all elections, including the general Council Election meeting and all special elections as needed.
    3. Presenting a written report with election results to the Executive Board for confirmation at the next scheduled meeting.
    4. Working with the Council Admin to send out a welcome letter to all newly elected Council members.
    5. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issue they are exploring.
  4. Work Climate Committee
    Responsible for:
    1. Understanding issues impacting the workforce (training, professional development, compensation, discrimination, generational issues, budgets, transportation issues, etc.)
    2. Identifying existing programs and services to improve or alleviate these issues, or recommend changes, enhancements, or establishments of programs to meet these needs.
    3. Facilitating the communication of programs and services to university staff.
    4. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issue they are exploring.
  5. Health & Safety Committee
    Responsible for:
    1. Understanding issues regarding safety and health affecting university staff (work-life balance, health issues, emergency preparedness, etc.)
    2. Identifying existing programs and services to improve or alleviate these issues, or recommend changes, enhancements, or establishments of programs to meet these needs.
    3. Facilitating the communication of programs and services to staff.
    4. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issue they are exploring.
  6. Sustainability Committee
    Responsible for:
    1. Understanding issues impacting sustainability (climate change, pollution, use of non-renewable energy sources, etc.)
    2. Identifying existing programs and services available to improve or alleviate these issues, or recommend changes, enhancements, or establishments of programs to address these issues.
    3. Facilitating the communication of programs and services to university staff.
    4. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issues they are exploring.
  7. Scholarship & Fundraising Committee
    Responsible for:
    1. Organizing and facilitating SC scholarship programs and other programs (i.e. Staff Helping Staff).
    2. Identifying existing scholarship programs and services available to staff.
    3. Identifying various fundraising programs and projects, and facilitating fundraising activities throughout the fiscal year.
    4. Facilitating the communication of these programs and services to staff.
    5. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issues they are exploring.
      1. Staff Appreciation Committee
        Responsible for:
        1. Planning and coordinating various Council activities and events to include, but not limited to, any of the following:
          1. Staff Appreciation BBQ on each campus
          2. Other Appreciation Events as determined by the committee
        2. Working with the Communications Committee to coordinate the necessary marketing materials to promote Council appreciation events.
        3. Participating in other campus events as assigned.
        4. The committee is encouraged to seek assistance from those who possess knowledge and expertise with regard to the issue they are exploring.

article xii: meetings, records, quorum, and majority definitions

article xii: meetings, records, quorum, and majority definitions

Section 1: Meetings

  1. The latest revised edition of Robert’s Rules of Order will govern all meetings.
  2. The Secretary, with the assistance of the Council Admin, shall document the meeting minutes for all Council meetings, and distribute to Council members (via the SC website and email.)
  3. The Executive Board members will conduct all meetings, and any issues will be brought to the Parliamentarian to exercise general supervision of the meetings.
  4. A special session can be called by the President or by the request of any Council member with the consent of the Vice President for their campus section.
  5. If a special issue arises between regularly scheduled meetings that require immediate attention, the Executive Board may poll a quorum (two-thirds [2/3]) of voting members by email (per Robert’s Rules of Order, Section 39) to obtain a proxy. This vote shall be verified and recorded in the next meeting’s minutes.
  6. Annual Council and Executive Board meetings shall be scheduled at the beginning of the fiscal year to accommodate the attendance of the maximum number of staff.
  7. Council meetings for each campus section may be held on a bi-monthly basis.
  8. The Executive Board may hold an Awards Reception each fiscal year in June, and an Executive Board planning retreat in July.
  9. The Executive Board may host and facilitate a university-wide Town Hall meeting for all staff each fiscal year, based on the availability of the ASU President.

Section 2: Records

  1. Meeting agendas shall be prepared and distributed by the Secretary with the assistance of the Council Admin at (or prior to) each regularly scheduled meeting or special session.
  2. Meeting minutes for the previous meeting shall be reviewed and approved at the beginning of each Council meeting.
  3. Recorded materials, including meeting minutes, agendas, committee reports, and promotional materials shall be archived and kept on file with the Council Admin in the Staff Council Office.

Section 3: Quorum

  1. A quorum consists of two-thirds (2/3) of the total SC voting membership.
  2. In the event that a quorum is not present, all attending the meeting will have voting rights and that vote will be recorded just as if two-thirds (2/3) of the SC voting membership were present. This is to encourage attendance by the voting membership.

Section 4: Majority

A simple majority vote will be implied unless otherwise stated in these bylaws.

article xiii: amendments

article xiii: amendments

Section 1: Continuity

  1. The bylaws shall be in effect at all times, with a few exceptions:
    1. The University is in the state of a re-organization for more than three (3) months.
    2. The Executive Council is non-existent (no members call or attend regular meetings), and there is no one elected as Vice President or Assistant Vice President for a campus section.
    3. Attendance at regular meetings is fewer than six (6) people for more than four (4) consecutive regular meetings.
    4. If any of the above items occurs, the bylaws can be suspended by a vote at a regular meeting. The vote must be passed by at least one-half (1/2) majority of the meeting attendees.

Section 2: Amendments to the Bylaws

  1. A proposed amendment to the bylaws must be submitted in writing with at least 10 business days' notice prior to voting.
  2. The proposed amendment must be passed by a two-thirds (2/3) majority of the Council members from all campus sections, and ratified as in Article XIV of the bylaws. Proxy votes may be submitted to the Secretary and counted toward ratification.

article xiv: ratification

article xiv: ratification

Revisions or amendments to these bylaws will become effective upon ratification by a two-thirds (2/3) majority vote of the Council members and approval of the ASU President.

Approved: May 2016
Michael M. Crow, President
Arizona State University