STAFF COUNCIL BY-LAWS Revised January 19, 2006 I. PURPOSE A. Introduction 1. The Staff Council at Michigan Technological University was formed in 1991 and restructured in 2005. The purpose of the Council is to act as a service organization within the University. B. Scope 1. The Staff Council provides: a. support for Council-sponsored activities and events b. a resource for professional development for staff c. a forum for staff issues to be discussed and suggestions to be forwarded to the administration C. Charge 1. The charge to Staff Council is: a. to assist the University in recognizing outstanding performance and ongoing dedicated service by staff members b. to maximize the use of talents and resources of the staff to support educational programs and to develop and strengthen skills and professionalism among the staff c. to provide events and opportunities that enhance the working environment of Michigan Tech II. MEMBERSHIP A. Membership 1. The council exists to support MTU staff: full-time, temporary, part-time, nine-month, or ten month; non-student, non-faculty. 2. Membership on Staff Council is voluntary, open and available to any eligible staff member. No elections will be held for general membership. 3. The Council will vary in size from year to year, but a minimum of 12 members is desirable. 4. Because a diverse group will better serve the University, the Council should attempt to involve members from every employment classification. B. Term 1. Council members will be asked to serve for two (2) years. 2. The terms shall be from October 1 through September 30. 3. Council members may volunteer for consecutive terms, at their own discretion. 4. Members of Staff Council are asked to make every effort to attend all regularly scheduled Council meetings. C. Council Service 1. An annual organization meeting will be held in September, near the start of each academic year. a. This organizational meeting will be advertised to all staff members through ordinary campus communication channels (Tech Today or equivalent). b. At this meeting, Council members should attempt to determine if any employment classifications are not represented. If this is the case, the council will make reasonable attempts to invite members from that group before the next Council meeting. c. Although terms officially exist October 1 through September 30 of each year, members may join the Council at any time during the year. 2. Service to, and participation in, Staff Council, including Committee functions is recognized as a valuable contribution to the University. Time to perform Staff Council functions will be arranged with the immediate supervisor, or with the Director of Human Resources of MTU if there should be a disagreement. III. OFFICERS AND DUTIES Staff Council Officers consist of a Chairperson, Vice-Chairperson, Secretary, and Financial Custodian. The election of officers will occur during the month of October, after the organizational meeting. It is desirable, but not required that officers have at least one year's experience on Staff Council. Vacancies will be filled during the year, as they occur, by election of the members at large, with the exception of the Chair who will be replaced by the Vice-Chairperson. Voting for officers will be by secret ballot. A. Chairperson 1. Presides at all Staff Council and Executive Committee meetings 2. Prepares an agenda for each regular and any special Staff Council meetings 3. With the advice of the Council, appoints necessary Committee Chairpersons 4. Serves as spokesperson for the Staff Council 5. Will seek nominations for officers and shall preside at the election 6. The outgoing Chairperson (either remaining on the Staff Council or completing his/her term on the Council) should remain accessible to the new Chairperson as a resource. B. Vice-Chairperson 1. Assumes the responsibilities of the Chairperson during that officer's absence and assumes that position should the Chairperson resign from the Council 2. Assists the Chairperson as required 3. The outgoing Vice-Chairperson (either remaining on the Staff Council or completing his/her term on the Council) should remain accessible to the new Vice-Chairperson as a resource. C. Secretary 1. Takes minutes during Council meetings 2. Distributes minutes of the meetings to Council members along with any other communications as appropriate 3. Makes minutes available to the campus community via the Staff Council website 4. Maintains a current listing of Staff Council members 5. Oversees the Staff Council website and ensures current information is available to the campus community 6. The outgoing Secretary (either remaining on the Staff Council or completing his/her term on the Council) should remain accessible to the new Secretary as a resource. D. Financial Custodian 1. Monitors Staff Council accounts 2. Processes transfers, pays bills, conducts financial transactions as directed by the Council 3. Provides financial reports at each regular meeting, and special meetings (as requested) 4. The outgoing Financial Custodian (either remaining on the Staff Council or completing his/her term on the Council) should remain accessible to the new Financial Custodian as a resource. IV. COMMITTEES The Staff Council accomplishes its purposes through the use of committees, which will be appointed as necessary. All Council members should actively participate in committee activities. Council members normally chair only one committee. All committees (standing and special) will be open to participation of non-Council members. A. Standing Committees 1. Formed and terminated upon the determination of the Council to consider on-going matters of concern to employees 2. Council and staff-at-large members serve on Standing Committees 3. A Council member should serve as chairperson and act as a liaison to the Council B. Special Interest Committee (SIC) 1. Formed and terminated upon the determination of the Council to consider only those matters of a current and/or temporary nature C. Executive Committee 1. Made up of the Staff Council officers 2. Acts as a liaison between the council and University administration V. MEETINGS A. Organizational Meetings 1. The first Council meeting of a new term shall be an organizational meeting. 2. A schedule of regular meeting times shall be determined at this meeting. B. Regular Meetings 1. Council shall meet regularly. Once per month during the academic year is desirable. Summer meetings may be less regular, depending on the current Council activities. 2. Regular meeting schedule, determined at the organizational meeting, shall be followed except when a majority votes to suspend or reschedule a meeting. C. Special meetings 1. May be called: a. at the discretion of the Chairperson b. by a majority of the Council members 2. Special meetings, when called, should be scheduled by the Council Chairperson within a reasonable amount of time, preferably one week D. Voting Procedures 1. In voting on motions and issues brought before the Council, a member may request a roll call vote be taken and the results recorded. 2. Upon the request of any Council member, any vote shall be by secret ballot. E. Quorum 1. One third of active council members or six members (whichever number is larger) shall constitute a quorum. 2. No official business shall take place without a quorum. VI. BY-LAWS AMENDMENTS A. Presentation 1. A proposed amendment shall be presented in writing by a member to the Council at a regular meeting of the Council. 2. The proposed amendment shall be read and considered at the regular meeting, but shall not be acted upon until the next meeting of the Council. B. Approval 1. An amendment requires a simple majority vote of the Council for adoption. 2. Following Council approval, it will be forwarded to the administration of MTU for consideration. If approved, the amendment shall become part of the official By-Laws. These By-Laws first adopted and approved: November 22, 1993 Revised on: October 9, 1995 Revised on: August 18, 2002 Revised on: January 19, 2006