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