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OSU in Tulsa Staff Advisory Council Bylaws

Bylaws

ARTICLE I

Name

The official name of this organization shall be the Oklahoma State University Staff Advisory Council in Tulsa. (OSU SAC in Tulsa), herein referred to as the "Council". This shall be the official name used in the Bylaws, the Mission Statement, and other documents that may be developed.

ARTICLE II

Purpose

The primary purpose of this Council is to provide and facilitate communication between the OSU in Tulsa Administration and staff, and to advise the Administration on issues, policies, and procedures affecting OSU in Tulsa staff by:

  1. Providing recommendations regarding existing policies and helping develop new policies that will provide for the professional development of the staff;
  2. Providing feedback and recommendations on issues affecting staff;
  3. Unifying campus staff;
  4. Promoting a spirit of excellence by assisting in various campus projects, community service projects, and other public services; and
  5. Communicating with OSU Staff Advisory Council members and faculty and student organizations within the OSU system.

ARTICLE III

Members

Section 1. Members.  The membership of the Council shall include one representative for every 20 (rounded to the nearest 20), non-faculty staff who are a minimum .75 FTE. The Staff Advisory Council will consist of a minimum total of 12 representatives. Representatives will be nominated and elected to represent the staff in a stated location. The number of representatives for districts will be adjusted annually prior to the election process, based on the eligible staff population within each location.  

Section 2. Eligibility.  Eligibility provisions are as follows:

  1. Voters.  All classified and administrative/professional staff, whether permanent or temporary and who are a minimum .75 FTE or more and are eligible to vote in Council elections.
  2. Nominees.  Any classified or administrative professional employee with a minimum .75 FTE or more classified or administrative/professional employees who has successfully completed no less than three months of continuous employment is eligible for election to a seat on the Council.

Section 3. Nominations.  Nomination forms will be sent out electronically to voting-eligible employees during April when there are open seats to be filled; nominations shall be returned electronically to the Chair of the Rules and Procedures Committee by April 30.  A list of eligible staff at each location will accompany the nomination form. 

All nominations shall have the consent of the nominee prior to being submitted electronically.  Council members whose terms are expiring and who are eligible for re-election shall be contacted by the Chair of Rules and Procedures Committee  and asked if they wish to seek another term.  In the event that no nominations are received, the seat will be declared "vacant" and filled as outlined in Article III Section 7.

Section 4. Elections. Elections will be electronic and held by May 15th.  The annual election shall be conducted under the jurisdiction of the Rules and Procedures Committee.  The Rules and Procedures Committee of the Council shall count all ballots, resolve tie votes by lot, and certify the results to the Council by May 31st.  All results will be maintained by the Council Secretary for a period of no less than six (6) months.  (see Article III Section 7)

Section 5. Absentee Voting.  Absentee ballots may be requested from the Chair of the Rules and Procedures Committee during the nomination period. Completed ballots must be returned to the Committee Chair by 5 p.m. on the business day prior to the election.

Section 6. Terms. 

  1. The term of office for members of the Council shall be staggered. In the event the representation within a district may no longer be staggered, nominees for election for that district may be elected for a one, two, or three year term, as necessary. During the transition to the new representation ratio, adjustments may be made in the number of representatives and the length of the terms, until the new ratio is achieved, principally through attrition and elections.
  2. Members of the Council may be elected to no more than two (2) terms in succession; however, a member may serve any number of disconnected terms, and even though the member has served two (2) terms in succession, the member may from time to time, serve two (2) more terms in succession after a break in service.  Terms of less than three (3) years, whether of one (1) or three (3) years duration or fraction thereof, shall count as a three-year (3-year) term.  Positions filled by appointment will not count as an elected term.  Any member of the Council who terminates employment with the College shall be removed from the Council seat and a vacancy shall be declared.

Section 7. Vacancies. In the event a vacancy occurs, nominations will be solicited. If only one (1) candidate is nominated, the President may appoint said candidate to fill the position. If two (2) or more people are nominated, the Council may hold a special election to fill the vacancy, or the President may appoint an individual to fill the vacancy until the next regularly scheduled election.

Section 8. Absences.  Staff Council representatives are expected to attend all regularly scheduled meetings. Any member missing more than two (2) consecutive unexcused absences will be notified electronically. These names will be provided by the Council Secretary. Any member missing four (4) consecutive unexcused absences, or five (5) unexcused absences in one fiscal year will default his/her position and the vacancy shall be filled in the manner set forth in these bylaws. Absences do not include approved leave, as defined in the OSU Policies and Procedures manual that is found on the OSU Stillwater website. If a member cannot attend a regularly scheduled meeting for any reason, he/she shall notify the President or the Secretary prior to the meeting.

ARTICLE IV

Officers

Section 1.  The elected officers of the Council shall be the President, the President-elect, the Secretary, and the Treasurer. The Past-President shall serve a one-year term and shall serve together with the elected officers as a member of the Executive Board.

Section 2.  The officers of the Council for the upcoming year shall be elected from the membership of the Council at the final Council meeting of the term.

Section 3.  The term of office for each elected officer shall be for one year. Upon completion of the term, the President shall become the Past-President, and the President-elect shall become the President. The Secretary and Treasurer may be elected to serve for an additional term in those positions, if eligible.

President

    1. The President of the Council shall preside at all meetings of the Council and shall comply with the obligations imposed upon the Council by the Bylaws as they relate to the administration of the work of the Council.  The President shall be a non-voting member of the Council except in instances in which a tie vote occurs, at which time the President shall cast the deciding vote.
    2. The President of the Council shall serve as a non-voting ex-officio member of all permanent and special committees of the Council, and may attend committee meetings.
    3. The President shall conduct official correspondence relating to the business of the Council as authorized and directed by the Council.
    4. To provide continuity, the Past-President shall attend Council meetings, and serve in an advisory capacity for one (1) year following the completion of the elected term of service.  The Past-President may assist with special tasks or projects as requested by the President, and shall be a voting member of the Executive Board, the Leadership Committee, and Council. If the President does not complete the elected term, the President-elect shall become President, and the Rules and Procedures Committee will conduct an election to identify the new President-elect.  If the Past-President's seat is filled, the Past-President shall continue service until the end of the term.  If the Past-President's seat is, or becomes vacant, the new President, in consultation with the elected officers, may invite a member to serve as an At-Large member of the Executive Board and the Leadership Committee in order to provide a full complement of members for the remainder of the current term.

President-elect

    1. President-elect shall fully participate in the Executive Board and the Leadership Committee in preparation for the coming term as President.
    2. The President-elect shall assist the President as requested; and in the absence of the President, the President-elect shall assume all the powers and prerogatives of office during the remainder of the absence.
    3. The President-elect shall present the recognition award to the outgoing President at the final meeting of the year.

Secretary

    1. The duties of the Secretary of the Council shall be to record, maintain, and distribute all resolutions and proceedings of meetings to all Council members.  The Secretary of the Council shall keep the roll of members of the Council and the attendance records of members at the meetings of the Council, and the Secretary shall certify that a quorum is present. 
    2. The Secretary of the Council shall keep the minutes of regular and special meetings of the Council and shall prepare routine correspondence of the Council as requested by the President, excluding that correspondence that the Council directs the President to conduct.  The Secretary shall issue notices of all meetings as described in Article VI, Section 2, and shall perform other duties pertaining to the Office of Secretary as requested.

Treasurer

    1. The duties of the Treasurer shall be to maintain an up-to-date record of income and expenditures at all times.
    2. The Treasurer shall be responsible for making all deposits for the Staff Advisory Council bank account.  In addition, the Treasurer shall be the principle authorized signor for checks written on the Council account.  The President shall also have authorized signor status on the Council account, in order to conduct business in the absence of the Treasurer. 

Section 4.  Each officer will deliver to his/her successor all accounts, records, books, papers and property belonging to and important to conducting the business of the Council within 10 days of retiring from office.

ARTICLE V

Finances

Section 1. Responsibilities.  The Treasurer and the President may use the debit card or write and sign checks written on the Council account. Checks, or intended debit card usage, for more than $150.00 will require prior approval by the Council.

Section 2. Audits.  An audit of the Council's finances will be conducted annually in May. The results of this audit will be presented at the June Council meeting. Two staff volunteers, who must not be Council members, will be solicited by the President and identified to the Council prior to the June meeting. Upon approval of the majority of the Council members, the auditors will be requested to conduct the audit.

The Council will also call for an audit in the event the Treasurer leaves office during his/her term. Upon request, a special audit may be conducted upon approval by a majority vote of the Council members present at that meeting.

Section 3. Access to Records.  Council agrees to allow access to its financial records, books, documents, and accounting procedures relevant to the purpose of examination and/or audit. Requests for access to records may be made in writing to the Council President.

ARTICLE VI

Meetings

Section 1.  The annual term of service begins June 1 and extends through May 31 of the following calendar year. Regular monthly Council meetings will be scheduled; however, a meeting may be cancelled with the approval of the Executive Board. In December, a non-regular meeting may be scheduled. Special meetings may be called as needed. Elected members may be consulted in order to decide on the standard monthly meeting schedule. This may occur during the first meetings of each new slate of officers. The standard meeting schedule may also be adjusted, as necessary, to accommodate campus events. Committee meetings and committee business may be conducted during months when the Council does not meet. Activity during such periods will be reported at the next regularly scheduled Council meeting.

Section 2.  An electronic request may be sent to the Council members asking for the submission of any items to be considered for the next meeting agenda. The resulting draft meeting agenda will be provided for Executive Board approval; the approved agenda will be distributed to the Council members in advance of the meeting.

Section 3.  Special meetings of the Council may be called by the President of the Council or by any five (5) members of the Council provided notice of time and meeting place is provided to each member, and each member has sufficient time to reach the place of meeting. A majority of the Council members shall approve the agenda for a special meeting when the meeting is called to order if it has not previously been approved by the Executive Board.

Section 4.  SAny regular or special meeting of the Council shall be open to any College employee, but with a non-voting status.

Section 5.  Any person who is not an elected or appointed member of the Council, or a member of a Council committee, shall be allowed to address the Council and to participate in discussion of Council matters. That person must submit a written request to the Secretary to be placed on the agenda for the next Council meeting, and provided that such request is received at least three (3) working days prior to the Council meeting.

Section 6.  Any person who is not an elected or appointed member of the Council, or one of the Council committees, and who has not requested to be placed on the agenda, shall be allowed to address the Council and to participate in discussion of Council matters by a majority vote of the members of the Council who are present.

Section 7.  Non-members of the Council or of a Council committee who are allowed to address the Council shall be limited to five (5) minutes to present their views or state their position in any matter under Council consideration. A request for extension of time shall be granted by a majority vote of the members of the Council who are present.

Section 8. In order to conduct SAC business that requires a vote, a quorum must be present.  A quorum is defined as a simple majority of the Council Members present. This definition of a quorum shall be used when voting on Bylaw changes or action that is taken at a Council meeting.  Reports which do not require a vote may be presented if a quorum is not present.

ARTICLE VII

Council Leadership

The Executive Board and Leadership Committee

Section 1. The Executive Board shall consist of the elected officers and the immediate Past President of the Staff Advisory Council.  The Executive Board shall be responsible for meeting regularly, approving the draft of the Council agenda, and considering items that have been identified as of overall importance for the staff or the Council, including consideration of policy proposals or modifications, and to provide input as needed in the interim between Council meetings.  Special meetings may be called to discuss issues as needed.  A summary of pertinent issues discussed will be reported by the President at the next scheduled Council meeting.

Section 2. The Leadership Committee shall consist of the members of the Executive Board and the chairpersons of the standing committees.  This committee shall meet as needed, and shall be responsible for considering and providing leadership regarding issues centered on committee areas of responsibility or projects in process.  In addition, this committee will consider and discuss proposals for innovative areas for Council participation and action.  Ideas for the expansion of the Council's service would appropriately be brought for discussion and recommendation from this committee to the Council.  This would include recommendations for exploration, and/or review, in addition to Council participation or action.

ARTICLE VIII

Permanent Committees

Section 1.  The Staff Advisory Council exercises its function with the assistance of standing committees, which are permanent committees of the Council.

Section 2.  Permanent committees shall be established or abolished by a simple majority vote of the Council.

Section 3.  Each member of the Council, except members of the Executive Board shall serve on at least two permanent committees.

Section 4.  The term of membership on a permanent committee shall begin in June and continue for one year. Eligible members of committees may succeed themselves.

Section 5. Each Chair of a permanent committee shall be a member of the Council. Each permanent committee may select a Secretary for the committee from its membership (optional).

Section 6.  The Chair of each permanent committee shall be elected by the Council members at the first meeting of a new term. Following election of the committee chairpersons, the Council members will be asked to choose at least two (2) committees on which to serve.

Section 7.  Non-members of the Council with special qualifications may be asked to join in the deliberation of a permanent committee, and shall have full voting privileges on the committee.

Section 8.  The Chairs of all standing committees shall report on a monthly basis either by submitting a written committee report of activities in advance of the Council meeting, or verbally at the regularly scheduled Staff Council meeting. Committee meeting summaries, and any materials for Council review, shall be provided to the Council Secretary in accordance with the terms in Article IV, Section 2, for distribution prior to Council meetings.

Section 9.  The permanent committees of the Staff Council shall be as follows:

  1. Rules and Procedures Committee. Three (3) or more members of the Council shall constitute the Rules and Procedures Committee. The function of the Rules and Procedures Committee shall include, but not be limited to, the following tasks:
      1. Prepare amendments and revisions to the Council bylaws.
      2. Prepare regulations for elections, and conduct and supervise elections.  Electronic voting may be used.
      3. Recommend the creation or abolishment of permanent and special committees.
      4. Recommend procedures for staff participation in governance.
  2. Staff Policies and Benefits Committee. Three (3) or more members of the Council shall constitute the Staff Policies and Benefits Committee. The functions of this committee include, but are not limited to, the following tasks:
      1. Review current fringe benefits and personnel policies.
      2. Review proposed changes to existing policies or new policies that will affect staff employees, and report this information to the Council. 
      3. Make recommendations regarding policy proposals and suggest Council options for action(s).
  3. College and Community Relations Committee. Three (3) or more members of the Council shall constitute the College and Community Relations Committee. The functions of this committee include, but are not limited to the following tasks:
      1. Develop new projects that will expand the Council's internal or external community outreach. 
      2. Advise regarding programs for joint participation of  by the Council, and the community.
  4. Awards and Recognition Committee. Three (3) or more members of the Council shall constitute the Awards and Recognition Committee. The functions of this committee include, but are not limited to the following tasks:
    1. Monitor and develop policies and procedures related to the awarding of scholarships. 
    2. Review and process other awards for recognition, such as the Awards for Excellence.
    3. Administer the awards nomination and selection process.
    4. The President shall conduct the Clyde B. Jensen award process in those years it is to be awarded.
  5. Fund Raising CommitteeThree (3) or more members of the Council shall constitute the Fund Raising Committee.  The functions of this committee include, but are not limited to the following task:  Plan, communicate, and conduct fund raising activities in order to provide financing for Staff Advisory Council approved activities.

  6. Communications Committee. Three (3) or more members of the Council shall constitute the Communications Committee. The functions of this committee include, but are not limited to the following tasks:
    1. Plan, create, coordinate (with the Graphics Department or others), and implement advertising for Council-sponsored activities.
    2. Maintain and update the Council's webpage regularly.

ARTICLE IX

Parliamentary Authority

Robert's Rules of Order shall govern all meetings of the Council.

ARTICLE X

Amendment of Bylaws

Section 1. Proposed Bylaw amendment distribution: These Bylaws may be amended or revised when considered necessary. Proposed amendment(s) must be provided in writing or electronically to Council Members to review for a period of not less than one (1) week before a vote by the Council. A quorum is necessary for voting during a Council meeting. See Article VI Section 8.

Section 2. Automatic deletion of Bylaw content: Upon completion of the transition year, Section 6, B. shall automatically be deleted, and Section 6, C. shall become Section 6, B.

ARTICLE XI

Effective date of Bylaws

Passage of these bylaws shall be of a simple majority of the members. (see Article VI, Section 8). When such passage occurs; the bylaws shall be immediately in effect and supersede all previous bylaws.

  • Revised and Approved May 24, 2013
  • Revised and Approved April 28, 2011
  • Revised and Approved May 23, 2007
  • Revised and Approved June 23, 2004
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