Bylaws

Bylaws

Updated 09-21-2015

  • I. Robert's Rules of Order

    The current version of Robert's Rules of Order will govern the meetings of the Professional Staff Council (as defined in Article II, Section 1, of the Professional Staff Constitution) as well as general meetings of the Professional Staff, except insofar as the bylaws make express provision to the contrary.

  • II. Quorum

    The presence of a majority of elected and appointed members of the Council will constitute a quorum.

  • III. Conduct of Meetings, Committees, and Amendments
    1. Professional Staff Council meetings: Meeting times will be set by the members of the Professional Staff Council. Meetings will be for no more than two hours unless a later adjournment is agreed to unanimously.
      1. A majority vote of the members present is required to pass a seconded motion.
      2. A secret ballot on routine votes may be requested by any member.
      3. Any Professional Staff member may attend a meeting of the Professional Staff Council. The Professional Staff Council reserves the right to ask higher level Professional Staff members to excuse themselves from a meeting or portion of a meeting to ensure the free exchange of information among the members and to avoid a conflict of interest concerning issues being discussed. The Professional Staff Council may vote, by a two-thirds majority, to enter into executive session.
      4. Excessive absence from Professional Staff Council meetings by any member will be considered grounds for removal from the Professional Staff Council at the discretion of the Professional Staff Council members. Members may designate an alternate member of the Professional Staff to represent them at regularly scheduled meetings.
    2. General Meetings: The Professional Staff Council may, by a two-thirds vote, call a general meeting of the Professional Staff. Notification will be by e-mail and will be posted on the Professional Staff Web site at least 10 days in advance of the meeting.
  • IV. Standing and Ad Hoc Committees

    Standing Committees and Ad Hoc Committees will operate under identical guidelines and policies.

    1. Standing Committees: The Standing Committees of the Professional Staff Council will be Elections, Professional Development and Events, and Fundraising
      1. Members of the standing committees will be solicited from the membership of the Professional Staff each year following the election of the Professional Staff Council. In the event that more volunteers are required or that more than enough volunteers are found for any committee, the Professional Staff Council will make the final determination of committee assignments.
      2. Each committee should have at least three (3) members, with carry-over members from one year to the next, if possible, to assure continuity of the committee's work and objectives.
      3. The chairman of each committee will be elected by that committee.
      4. Each committee will name its secretary, or agree by consensus to assume secretarial duties on a rotating basis.
      5. Minutes and any other materials gathered by committees will be turned over to the President for distribution to the newly elected chair.
      6. Each committee will report its activities at the regularly scheduled meetings of the Professional Staff Council.
      7. A member of the Professional Staff Council will be a member of one of each standing committees as a liaison to the Professional Staff Council.
      8. The responsibilities of the standing committees are as follows:
      1. The Election Committee will supervise the process of nomination and election to the Professional Staff Council, and declare the results of the election. The committee will also perform an annual review of the Professional Staff Council Constitution and Bylaws.
      2. The Fundraising Committee, with the Treasurer on the committee, will organize fundraising events.
      3. The Professional Development and Events Committee will organize professional development activites as well as holiday parties and special events.
    2. Ad Hoc Committees
      1. Ad hoc committees may be established by the Professional Staff Council as needed
      2. Membership on ad hoc committees will be determined by the Professional Staff Council
  • V. Elections
    1. Elections to the Professional Staff Council will be held each year in November. The Officers will be elected to two-year terms in odd-numbered years. The Zone Leaders will be elected to two-year terms in even-numbered years. Eligible participants for purposes of this bylaw will be persons qualifying under Article I, Section 1 of the Constitution.
    2. When a vacancy on the Professional Staff Council occurs, the position may be filled at the discretion of the Professional Staff Council, depending on the length of the term remaining. Nominees will be solicited by the President and voted upon by a quorum of the members of the Professional Staff Council. In the event that a vacancy is created in an odd-numbered year by the election of a current Zone Leader to an officer position, the vacant Zone Leader position will be appointed according to above procedure.
    3. Elections of Zone Leaders will be conducted in the following manner:
      1. Employees who have been members of the Professional Staff for at least one year prior to November 1 of the current year will be eligible for nomination as a Zone Leader to the Professional Staff Council.
      2. Each Zone will elect its Zone Leader from within its Zone. The candidates must meet eligibility requirements as outlined in Article I, Section 1 of the Constitution.
    4. Elections of Officers will be conducted in the following manner:
      1. Employees who have been members of the Professional Staff for at least one year prior to November 1 of the current year will be eligible for nomination as an Officer to the Professional Staff Council.
      2. Members of the Professional Staff who meet eligibility criteria and who are interested in serving as an Officer on the Professional Staff Council will submit their name and the office they are seeking to the Election Committee. There is no maximum number of nominees.
    5. The role of the Election Committee in the election process is as follows:
      1. The Election Committee will prepare a slate of nominees listed in random order.
      2. The Election Committee chair will communicate the slate of nominees to the entire Professional Staff and that list will be posted on the Pro Staff website as well as in the electronic bulletin board a week prior to the start of the election.
      3. Voting will take place electronically during the month of November.
      4. Each voter will vote for one candidate per office.
      5. The voting period will be five business days. This period may be extended under extenuating circumstances.
      6. When voting is completed, the Election Committee will validate the election as follows:
        1. For Zone Leader elections, a majority of eligible Professional Staff members from each zone must cast ballots in order for the election to be declared valid. In case of an invalid election, a new election must be held, with the same candidates, and sufficient publicity to ensure validity.
        2. For Officer elections, a majority of eligible Professional Staff members from the entire campus must cast ballots in order for the election to be declared valid. In case of an invalid election, a new election must be held, with the same candidates, and sufficient publicity to ensure validity.
      7. The candidate receiving the highest number of votes will be the winner. In the case of ties, the Election Committee will determine the winner by lot.
      8. The Election Committee will report the number of votes cast and the results of the election to the Professional Staff Council President. The President will communicate the results to the entire Professional Staff. The electronic voting records will then be destroyed.
  • VI. Duties and Responsibilities of the Officers and Representatives

    Elected Professional Staff Council representatives will be allowed adequate time to attend scheduled meetings, while continuing to fulfill the responsibilities of their University position.

  • President
    1. Chairs the meetings and abides by Robert's Rules of Order.
    2. Refers all matters submitted for the Professional Staff Council's attention to the appropriate person(s) or committee(s).
    3. Serves by appointment on University committees; represents the Professional Staff Council at Academic Senate meetings.
    4. Accepts names of persons interested in serving on Committees; makes appointments based upon members' preferences. In the absence of volunteers, makes such appointments. Encourages productivity and action by committees.
    5. Responsible for writing an annual report of the past year's activities, including committee reports, for distribution to all Professional Staff Council members at the first meeting held after the election.
    6. May represent the Professional Staff Council at various campus functions.
  • Vice President
    1. Develops and maintains a calendar of events relevant to the Professional Staff Council for the coming year.
    2. Posts a regularly updated list of Professional Staff Council committees and their members on the Professional Staff Web site and/or a shared drive.
    3. Assures that a current list of the Professional Staff is regularly updated on the Web page, according to information provided by Human Resources. Assigns new staff members to zones and acts as coordinator for zone leaders.
    4. Represents President when necessary.
    5. Serves on the Professional Development and Events committee.
  • Secretary
    1. Records and distributes minutes of each Professional Staff Council and special meeting.
    2. Collects and maintains the minutes and annual reports of Professional Staff Council appointed committees in a central location.
    3. Distributes the agenda for the upcoming Professional Staff Council meeting to the Professional Staff.
  • Treasurer
    1. Acts as account manager for all Professional Staff Council funds and makes monthly status reports.
    2. Serves on the Fundraising Committee.
  • Zone Leader
    1. Acts as mentor or assigns mentor to new Professional Staff members. Distributes Constitution, Bylaws, and calendar of events as necessary.
    2. Acts as liaison between those members of the Professional Staff in his/her Zone and the Professional Staff Council.
    3. Is responsible for informing Professional Staff in his/her Zone of Professional Staff Council activities.
    4. Advises members of Professional Staff in his/her Zone regarding problem resolution.
  • VII. Amendment of the Bylaws
    1. The bylaws may be amended by a majority vote of Professional Staff Council.
    2. Proposed amendments should be presented by any member of the Professional Staff at a Professional Staff Council meeting at least one meeting prior to the vote.