Biweekly Staff Council

Organizational Bylaws of the Biweekly Staff Council

I. Purpose

The Biweekly Council provides a medium for communication among administration, faculty and staff employees at IU South Bend.

The Council also speaks for biweekly and hourly employees who have problems, solutions to problems, or recommendations for change. The Council acts as a liaison for the employee and the appropriate campus department (s).

II. Definition of "Biweekly Staff"

Biweekly Staff includes full-time and part-time appointed clerical (CL), technical (TE) and maintenance (SM) staff employees. Biweekly staff also includes staff housed on this campus, but paid by another Indiana University campus. Hourly employees are also included (not included are students working part-time).

Hourly employees may present suggestions to any active council member or the Council, but are not eligible to vote.

III. Election of Representatives to the Biweekly Staff Council

A. Election of Council Representatives and Terms of Office:

  1. Representatives to the Biweekly Staff Council shall be elected by campuswide balloting in June of each year.
  2. Any biweekly employee is eligible for nomination to the Biweekly Staff Council.
  3. The Biweekly Staff Council will be made up of a minimum of ten (10), but no more than fifteen (15) representatives. In the event of an election resulting in a tie between the 15th and 16th candidates, both (or all) candidates involved in the tie will be allowed to serve on the Council. This increases the maximum number allowed to serve for only that term.
  4. The Student Government Association can name one (1) student to serve on the Biweekly Staff Council, as a non-voting member.
  5. During the month of May, the Election Committee shall announce the upcoming elections to members of the biweekly staff. All who are interested in serving as a Representative to the Biweekly Staff Council will be asked to submit their name to the Election Committee by the last Friday of May.
  6. Ballots (or a link to an electronic ballot) to elect Representatives will be provided to all Biweekly Staff members on the third Wednesday of June. Voting will be open through the fourth Wednesday of June. Any ballots/votes received after midnight on the fourth Wednesday of June will not be counted.
  7. The Election Committee will verify the online voting process. All persons receiving votes shall be listed in numerical order beginning with the person receiving the greatest number of votes.
  8. If two or more candidates are tied for a position on the Biweekly Staff Council, the Council will accept all candidates involved in the tie. This will increase the maximum number allowed to serve on the Council during the year for which that election applies. This allowance will be in effect for that year and the number of members will revert back to a minimum ten (10) members, no more than fifteen (15) for each year that there is no tie.
  9. The Election Committee will contact all winners and then publish the names of the newly elected council members.
  10. The tally and published list, together with all ballots and related election paraphernalia, shall be delivered to the Staff Council secretary at its June meeting.
  11. If a staff member of the Council resigns for any reason, that post may be filled with an alternate, if available. The alternate will be chosen from the pool of remaining candidates from that election year, beginning with the person with the next highest votes.
  12. There are currently no term limits set for representatives or officers.

B. Annual Organization of the Staff Council

The first order of business at the July meeting of the Staff Council shall be the election of the new officers, chaired by the sitting president.  The first business meeting of the new Council will be held on a date decided by the new members.

IV. Officers of the Council

All officers will commit to a two-year term. After two years the Vice President becomes President and the President steps down. The President may run again after a two year break.

A president, vice-president, recording secretary and treasurer shall be elected by the council for a two-year term at the first meeting in July of each term or as necessary.

The President shall preside over all meetings of the Biweekly Staff Council. She/he shall be responsible for preparing and distributing the agenda and for announcing meeting dates.

The Vice President shall preside over all meetings when the president is absent. The Vice President shall also act as correspondence secretary for the council, and as recording secretary in that officer's absence. The Vice President is on the Council for four years and becomes President at the beginning of their third year.

The Recording Secretary shall be responsible for recording all minutes and confirm that they are posted on the website. A copy is sent to the University Archives along with any additional pertinent Council material.

The Treasurer shall be responsible for the recording and depositing of all monies disbursed for the Staff Council and gives a report at each meeting.

In the event that the Staff Council would be without an officer, the following procedures shall be used:

  1. In the event that the President resigns his/her position, the Vice President shall assume the presidency, and a new vice president shall be nominated andelected by the members of the Council.
  2. In the event that the Vice President, Recording Secretary, or Treasurer resigns his/her position, the Council members shall nominate and elect a new officer.
  3. In the event that all officers resign their positions and resign from the Council, the remaining Council members shall first replace them according to Article III and then nominate and elect officers.

V. Standing Committees

  1. An Election Committee of no fewer than two members of the Council shall be selected by the Council at its first meeting.  The purpose of this committee shall be to prepare the ballots and oversee the operations of the annual election.
  2. A Fundraising Committee shall be selected by the Council at its first meeting.  The purpose of this committee shall be to arrange various fund raising activities in support of Council projects.
  3. A WOW Award Committee will be formed to organize nominations, winners, presentations, and communication of the WOW Award winners.
  4. An Event Committee will organize, plan, and execute events hosted by the Council. This committee will work with other campus organizations in the instance the Council supports or sponsors an event hosted by another organization.

Additional committees may be formed to reach maximum effectiveness of the Biweekly Staff Council.

VI. Meeting of the Council

  • The Council shall meet monthly on a date and time decided by the Council.
  • A quorum of 2/3 of the total membership of the Council shall be necessary to take decisive action. Results of such decisive action shall be reported to the Biweekly staff or to other appropriate campus personnel / department / organizations.
  • The general agenda for meetings will be drafted by the president with suggestions from council members. Agendas will be distributed at least two days prior to meetings. .

VII. Absences

Membership in the Staff Council shall be automatically terminated with three unexcused absences or a total of five absences whether they are excused of unexcused. An unexcused absence shall be defined as failure to inform the Staff Council President, at least 24 hours in advance of the anticipated absence. Members so terminated may appeal to the council for reinstatement.

VIII. Adding Amendments to the Bylaws

These bylaws may be amended or revised within the following guidelines

  • Written amendments, signed by the initiator, must be in the hands of the Staff Council for discussion not less than ten (10) days before the council meeting.
  • Printed notice of the amendments proposed by the Staff Council shall be circulated to biweekly staff for comment.
  • A vote taken in the Council for the adoption of a proposed amendment will require a 2/3 consent of the entire Council.
Updated by Biweekly Staff Council vote on October 25, 2013.

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