Bylaws

 

ARTICLE I

ARTICLE II

ARTICLE III

ARTICLE IV

General Membership

Officers of the Executive Board

Meetings of the Council

Committees

ARTICLE I - General Membership

SECTION 1

SECTION 2

SECTION 3

SECTION 4

MEMBERS AND TERMS

RESPONSIBILITIES

RESIGNATION

REMOVAL

SECTION 1.
MEMBERS AND TERMS

A.      The Membership Committee of the Council invites all active, regular of the classified staff to apply or to nominate other classified staff for membership.

B.      A concerted effort will be made to ensure diversity of staff employees.

C.      After reviewing all applications and nominations, the Membership Committee will forward a list of nominations to the Executive Board for review.

D.     The Executive Board will approve or disapprove the recommendations, request additional nominees if necessary, then forward the approved nomination letter to the staff member's supervisor, verify eligibility (an Executive Board Member with permissions in UAccess will confirm eligibility), then to the University President for the letter of appointment as new members.

E.      Qualified Council members are eligible for re-appointment to a second three-year term. Former Council members are not eligible for re-appointment until at least one year has lapsed between appointments.

F.      Eligibility for reappointment to the Council is contingent on the fulfillment of all membership requirements.

G.     In the event a member changes from classified staff to another classification, continued membership until term completion shall be discussed and voted on by the Executive Board.

 

SECTION 2.
RESPONSIBILITES

A.      Council members are expected to attend all General Meeting's and to participate in one or more committees or task forces.

B.      A seat on the Council will be considered vacant if a member is absent without a valid reason from General Meetings four (4) times in a given fiscal year. The Membership Committee will fill the vacancy from the most recent applications.

C.      Accommodations will be made for members, if available, for those who wish to participate, but are unable to attend in person (for example: Skype, Go-To Meeting, or conference call into meeting).  If a member requires such accommodations, they should submit a request to the Administrative Vice Chair the Thursday prior to the General Meeting.

 

SECTION 3.
RESIGNATION

A.      Membership may be vacated by written resignation addressed to the President of the Council, and a copy to the membership committee chair.  The President of the Council, on announcing the resignation, will assume a motion to accept it.

 

SECTION 4.
REMOVAL

A.      Negligence of duties or misconduct may result in removal of membership.

B.      Repeated failure to meet the responsibilities of membership will be discussed with the member before being brought to the Council by the Executive Board for vote. If in agreement by quorum of the Council, the Chair of Council will submit request for resignation of the individual's membership. The University Administration will be advised of this action.


Article II – Officers of the Executive Board

SECTION 1

SECTION 2

SECTION 3

SECTION 4

SECTION 5

SECTION 6

SECTION 7

ELIGIBILITY

ELECTION

TERM OF OFFICE

TITLES OF OFFICE

DUTIES

MEETINGS OF THE BOARD

VACANCY, TERMINATION OR REMOVAL

SECTION 1.

ELIGIBILITY

A.      Election to an office is contingent upon continuing membership on the Council.

 

SECTION 2.

ELECTION

A.      Election for new officers takes place by majority ballot vote at the April General Meeting.

 

SECTION 3.

TERM OF OFFICE

A.      Terms of office are from July 1st through June 30th or until successors are in place.

B.      All elected offices have one-year term, except Chair and Treasurer.  The Chair and Treasurer offices have a two-year term.

C.      No member shall hold more than one office at a time.

D.     An officer is eligible for re-election to the same office for a second one-year term.

E.      An officer having served two consecutive terms is eligible for re­ election after at least one year has lapsed from the second term.

F.      An officer who has served more than half a term is considered to have served a full term.
 

SECTION 4.

TITLES OF OFFICE

A.      The officers will be referred to as Chair of the Council, Executive Vice-Chair, Administrative Vice-Chair, Recording Secretary, Parliamentarian/Historian, and Treasurer, all elected from the membership of the Council and the immediate past Chair, Emeritus or Emerita.

 

SECTION 5.

DUTIES

A.      Chair of the Council

a.      The Chair of the Council is the chief executive officer; is the presiding officer at all official business, study and executive sessions and Executive Board meetings; establishes special committees, ad hoc committees and task forces; makes recommendations for appointments on University committees; is the spokesperson for the Council; is a non-voting ex-officio member of all Council committees and task forces, with the exception of the Membership Committee; reports activities of the Executive Board to the Council; coordinates the bi-annual meetings with the University Administration; prepares and submits the Annual Report to the University Administration; performs other duties as directed by the Council. Attends Shared Governance, ABOR meetings, and represents Staff Advisory Council at events such as inauguration and graduation at the request of the University Administration.

 

B.      Executive Vice-Chair

a.      The Executive Vice-Chair becomes the interim presiding officer at any official business meeting, study or executive session, or Executive Board meeting in the absence of the Chair of the Council; becomes the Interim Chair of the Council in the event of a long term absence of the Chair of the Council; coordinates the agenda for the Executive Board meetings; performs the duties of the Administrative Vice-Chair in the case of vacancy of that office until a successor is in place; performs other duties as assigned by the Chair of the Council or the Council.

 

C.      Administrative Vice-Chair

a.      The Administrative Vice-Chair becomes the interim presiding officer at any official business meeting study or executive session, or Executive Board meeting in the absence of the Chair of the Council and the Executive Vice-Chair; coordinates the annual retreat and periodic intra-Council training, and subsequent reports; performs other duties as assigned by the Chair of the Council and the Council.

 

D.     Recording Secretary

a.      The Recording Secretary keeps minutes and sends notices and minutes for official business meetings, study or executive sessions or Executive Board meetings; arranges meeting space for Council and Executive Board meetings; maintains a permanent record of all official Council documents including minutes, bylaws, guidelines, resolutions, standing rules, committee and task force minutes and reports; other records as directed by the Chair of the Council or the Council; transfers records to the Staff Advisory Council  House at fiscal year-end for storage; ensures that all reports are available to the Executive Board and performs other duties as assigned by the Chair of the Council and the Council.

E.      Parliamentarian/Historian

a.      The Parliamentarian/Historian is a consultant who advises the presiding officer and other officers, committees, and members on matters of parliamentary procedure. Parliamentarians are frequently used to assist with procedure during conventions and board meetings. Familiar with Roberts' Rules of Order and serves as a delegated lead for new memberships and meeting attendance.  Performs other duties as assigned by the Chair of the Council and the Council.

F.      Treasurer

a.      The Treasurer shall maintain a permanent record of all financial reports; coordinates annual and revised budgets with assistance from the Executive Board; coordinates and presents monthly financial FRS and Emily Krauz Staff Endowment accounts for the General Meetings; coordinates accounting processes for all Council approved purchases; maintains a permanent record of receipts and other expenses paid and transfers to the Staff Advisory Council House at fiscal year-end for storage; prepares the annual financial statement for the inclusion in the Annual Report; transfers the PCard and other accounts to newly elected Treasurer; receives mail on behalf of the Staff Advisory Council ; and performs other duties as assigned by the Chair of the Council and the Council.

G.     Chair, Emeritus or Emerita

a.      The Chair, Emeritus or Emerita will assist in preparing and mentoring new Executive Board members on current issues. Prepare a notebook of information covering his/her year as Chair of the Council for historical record. This should include but not be limited to: a written overview of the past year in general, copies of the general meeting minutes, copies of the Executive Board meeting minutes, and copies of the Treasurer's monthly statements including a year-end financial report.  Attend monthly Executive Board meetings.

 

SECTION 6.

MEETINGS OF THE EXECUTIVE BOARD

A.      Quorum

a.      A minimum of four (4) Executive Board members is required as a quorum to conduct business.

B.      Responsibilities

a.      The Executive Board shall meet monthly (in person or via email) to set the Council's agenda; to discuss pertinent matters and establish direction for Council activities; to review committee reports; to take necessary action between General Meetings; to review member nomination and attendance; fill membership vacancies from the Candidate members.

b.      The Executive Board will meet with the University Administration two (2) to four (4) times annually and with the Director of Human Resources as needed.

 

SECTION 7.

VACANCY, TERMINATION OR REMOVAL

A.      An officer may resign from office. Resignation from an office does not indicate resignation from the Council membership.

B.      In the event of vacancy or removal of the Chair of the Council, the Executive Vice-Chair will assume the office of the Chair of the Council and the Administrative Vice-Chair that of the Executive Vice-Chair. Election for the Administrative Vice-Chair shall be held by majority vote of a quorum.

C.      In the event of vacancy or removal of the Treasurer, a special election shall be held in accordance with the Bylaws.

D.     Negligence of duties or misconduct may result in removal from office of the remainder of that officer's term.


ARTICLE III – Meetings of the Council

SECTION 1

SECTION 2

SECTION 3

SECTION 4

RULES OF ORDER

GENERAL MEETINGS

SPECIAL MEETINGS

QUORUM

SECTION 1.

RULES OF ORDER

A.      In all instances not covered by this Constitution or the Bylaws, the most recent edition of Robert’s Rules of Order will guide the Council.

 

SECTION 2.

GENERAL MEETINGS

A.      General Meetings shall be held the first Tuesday of each month at a time and place scheduled by the Council.

B.      General Meetings are open to all University employees.

C.      In the event the General meeting falls on a University Holiday, the general meeting defaults to the following regular business day.

D.     A quorum vote by the Council at a General Meeting can change the meeting date as needed.

 

SECTION 3.

SPECIAL MEETINGS

A.      Special Meetings may be called as needed by the Executive Board or at the request of a majority of the Council.

B.      Special Meetings are held in executive session unless specified otherwise by the Chair of the Council

 

SECTION 4.

QUORUM

A.      A minimum of 1/2 of current membership + 1 shall be the quorum required to conduct business at all meetings of the Council. In order to carry a motion, affirmative votes must be cast by a majority of those present and voting.


ARTICLE IV – Committees

SECTION 1

SECTION 2

STANDING COMMITTEES

SPECIAL COMMITTEES

SECTION 1.

STANDING COMMITTEES

A.      Council representatives volunteer to participate on available Staff Advisory Council and University Committees.

B.      At the July Meeting, the Chair of the Council shall call for nominations or volunteers, if none, Committee Chairs shall appointed by the Chair of the Council.

C.      Staff Advisory Council ’s standing committees perform the following functions:

a.  ACTIVITIES - Committee works to get the Staff Advisory Council name out into the Community.

i.     Arizona Public Media/KUAT Pledge drive volunteering

ii.     UA Game and Diamondback Events

iii.     Membership Mixers 

iv.     Walks - requires a Staff Advisory Council member to sign up as a fundraising coordinator: Diabetes, Leukemia & Lymphoma, Breast Cancer, Melanoma, etc.                                                  

b. COMMUNICATIONS - Committee promotes the mission and brand of the Staff Advisory Council to University staff and community by maintaining the Staff Advisory Council webpage, announcements and marketing aids, brochures, flyers, display board for tabling, etc.

i.     Any communications that are intended to be sent to more than the members and/or in behalf of the Staff Advisory Council, should be reviewed by a Communications Chair or member designate and approved by the Executive Board member.

ii.     The committee will consist of an Executive Board member (or designated Executive Board member) and members of the Staff Advisory Council.

c. CROSSROADS CONFERENCE - Committee focuses on bringing personal and professional development opportunities to staff with this annual one-day off campus conference.

d. EMILY KRAUZ STAFF ENDOWMENT – Committee reviews applications for professional development scholarships and will closely work with other committees to plan fundraising for the endowment.

e. EMPLOYEE RECOGNITION – Staff Advisory Council, Appointed Professional Advisory Council, Shared Governance and Campus Community Advisory Committee, Financial Services Office, President’s Office and past winner’s participate as members for this committee.  The committee plans the annual Excellence Awards ceremony and recognizes both nominees and winners.

f. MEMBERSHIP - This committee (which consists of all official Staff Advisory Council Members) solicits and recommends the appointment of new Council members and the reappointment of existing or former members. This committee also makes recommendations from the currently approved nomination list to fill vacancies during the year. Members have voting status and Liaisons do not.

g. STAFF APPRECIATION - Committee plans and organizes an annual event to show appreciation to all Classified Staff.

h. STUFF THE CAT TRAN - Committee works closely with the UA4Food, Parking and Transportation, and the Community Food Bank of Southern Arizona to plan the Annual Stuff the Cat Tran event held usually in March or April in conjunction with the UA4Food Drive on campus.

D.     These are the University Committees Staff Advisory Council representatives participate as a member or a liaison to the Council.

a. Appointed Professional Advisory Council (University) - The Appointed Professionals Advisory Council (APAC) represents professional employees by taking an active role in shared governance and advising the University administration and other UA organizations on matters of concern to Appointed Professionals. APAC's goal is to enhance the quality of career life for all Appointed Professionals by providing advocacy, information and resources.

b. Campus Emergency Response (University) - The University of Arizona Campus Emergency Response Team - composed of various campus officials - focuses primarily on the management of situations involving critical incidents on campus. Its involvement is central to the successful implementation of the Campus Emergency Response Plan.

c. Campus Recreation Advisory Board (University) - Campus Recreation Advisory Board works to advise the Recreation Center on new policies and plans for changes, improvements.

d. Commission on the Status of Women (University) - CSW is a group of women and men who want to facilitate the vision of a just and inclusive UA Campus by supporting the creation of a place that allows women and men to be successful in their education and work. We proactively seek to implement programs such as on-site child care for employees and students and parental accommodation for graduate students, we monitor the statistics and culture on campus to identify signs that indicate that women are succeeding and we seek to raise awareness to improve all of our behaviors towards a more inclusive future.

e. Emergency Employee Fund (University - Chair of the Council Only) - The University of Arizona (UA) community has a long history of demonstrating compassion for its members and for providing generous donations to colleagues in need. The University of Arizona Employee Emergency Fund (EEF) has been established to provide another opportunity to offer support to colleagues who face an unexpected, temporary financial hardship, such as rent, utilities, or other essential expenses, as a result of sudden illness, a family crisis, or a natural disaster. Awards are contingent on adequate contributions to the fund and the other requirements set forth within the application.

f. Faculty Senate  (University - Staff Advisory Council Member and two Executive Board Members) - The University of Arizona practices shared governance with its faculty, appointed personnel, staff, students, and our ultimate governing body, the Arizona Board of Regents. Faculty members share in recommending academic curricula and academic personnel policies, of course, but also in the strategic and financial planning process; and in developing policies and procedures relative to the general operations and development of the University. The voice of the faculty is strong and respected, and your collective wisdom is needed as we face dramatic changes in teaching and research, communications technology, and financial support. Your participation in the faculty governance process, on committees, in the Faculty Senate, on SPBAC, etc. helps to improve this University and to protect faculty rights.

g.  Life and Work Connections (University) - As life offers predictable milestones-birth, growing up, education, relationships, family, aging-work has its own progression: choosing a career, starting a job, training, developing competence, advancement, and the transition into retirement. Life & Work Connections provides lifecycle services to complement the work cycles of UA employees and students.

h.  Naming Committee (University - Chair of the Council Only) - The University President will forward all proposals for honorary naming of any site on University property to the attention of the Naming Advisory Committee. After review and deliberation, the committee forwards a written recommendation on each proposal to the President for further action.

i. Parking and Transportation Services Advisory Board (University) - The Parking & Transportation Services department is ready to assist you with your parking permit and transportation needs. The advisory board serves as a sounding board for new ideas and programs.

j. Campus Leadership or Shared Governance Review Committee (University - Chair of the Council Only) - The Shared Governance Review Committee addresses issues regarding the implementation and functioning of the procedures contained in the Shared Governance Guidelines and Agreements as may be entered into from time to time. It will establish and maintain processes to (1) review compliance with the agreement, (2) examine ways in which apparent breaches of the agreement can be addressed, and (3) consider possible extensions of the agreement. It is the body to which members of the University community can bring particular shared governance concerns, and it will also examine whether the agreement has been violated or is in need of clarification or modification. Meets as needed, 1 to 2 times per year.

k. Strategic Planning and Budget Advisory Committee (University - Chair of the Council and a Staff Advisory Council member as alternate) - SPBAC in consultation and dialogue with the President, Provost, and the University community, supports and enhances the success of the University through thoughtful and informed advice relating to: strategic planning, assessment of institutional priorities, review of budgetary policies, and the evaluation of programs and services. The SPBAC chair shall provide regular reports to the Faculty Senate. In partnership with the University, SPBAC: Develops and disseminates the University's strategic plan; Identifies issues that facilitate or impede the pursuit of the University's mission; Provides advice on budget policies, significant budgetary actions and institutional priorities consistent with the strategic plan of the University; Evaluates the effectiveness of plans, policies, and the assessments that affect the entire infrastructure of the University; and Develops guidelines for setting planning and budgeting priorities.

l. Tri-University Classified Staff Executive Board (Staff Advisory Executive Board) - a group comprised of the Executive Boards of the classified staff councils of the three state universities: ASU, NAU, and the UA. The purpose of the Tri-U Board organization is to work together on mutual concerns and present a united front on those issues. The Staff Advisory Council, as a member council of the Tri-U Board, accepts as By-laws the covenants and conventions of the Tri-University Classified Staff Executive Board Policies and Procedures.

m. UA Cares (University) - UA Cares is The University of Arizona's annual work-place-giving campaign, providing UA employees with the opportunity to support UA services and programs and the broader community. UA Cares was created in 2002 as a "combined campaign" in which employees may give to any University programs and services through the UA Foundation or to any non-profit organizations or Community Impact Areas through the United Way of Tucson and Southern Arizona. Since its inception in 2002, University employees have donated more than $3,300,000 to support a wealth of educational programs at UA and nonprofit programs addressing our community's greatest needs. In addition, many departments and University areas conduct special events to raise contributions and awareness of particular charitable programs, including student scholarship funds.

n. UA Retiree Association (University) - There are about 800 UARA members as retirees from the University of Arizona. The Executive Committee is the decision making group and is composed of the four officers. In addition, it is a Council that engages in information sharing, topical discussions, and advice. It is composed of all committee chairs and liaison representatives of relevant campus organizations.

o. University Hearing Board (University) - The Hearing Board is the body that conducts hearings concerning suspensions, expulsions, and degree revocations. The Hearing Board is advisory to the Vice President for Student Affairs who will make the final decision. The purpose of the Hearing Board is to formulate a recommendation to the Vice President for Student Affairs regarding the student's appeal. This recommendation may have two parts depending on the nature of the appeal. First, the Hearing Board may make a recommendation as to whether a violation of the Student Code of Conduct was more likely than not to have been committed by the student. Second, the Hearing Board may make a recommendation as to whether the imposed sanctions should remain as imposed or should be modified if appropriate.

 

SECTION 2

SPECIAL COMMITTEES

A.      Chair of the Council at the request of the Council or Executive Board shall appoint ad hoc and/or special committees and task forces as needed to conduct special or extra-ordinary business of the Council. The Chair of the Council shall appoint the ad hoc special committee and task force chairs.