Staff Senate Bylaws

Op7.17 Staff Senate Bylaws

Article I

Name

The full name of this organization is the Missouri State University Staff Senate, hereinafter referred to as "Staff Senate" or "Senate."

Article II

Purpose

The purpose of Staff Senate shall be to communicate the interests and concerns of a diverse University staff; to function in an advisory capacity in the development, review and implementation of University policies, which affect staff; to provide a means of communication with the administration, faculty, and students, and support them with the knowledge, skills, and abilities of the staff; and to create and nurture a spirit of unity among all employees at the University.

Article III

Membership

Section 1. Representation

The Staff Senate shall follow the non-discrimination policy of Missouri State University approved by the Board of Governors. Staff Senate shall be composed of voting members employed full-time and in good standing as indicated by supervisor on candidacy application.

Voting members shall be composed of occupational members:

  1. Occupational members shall represent the major occupational categories as defined by the Missouri State University Employee Handbook. Each major occupational category, currently defined as Job Families, shall have at least five Senate seats. An additional Senate seat will be allocated for every one hundred full-time staff members within an occupational category.
  2. In February each year, the Senate Secretary shall request from the Office of Human Resources the population count for each major occupational category. If an occupational category loses or gains due to population shifts in the University, the Executive Board will decide representation appropriately.
  3. Non-voting and ex-officio members shall consist of one representative from Faculty Senate, one representative from Student Government Association (SGA), and the past Chair of Staff Senate. These members may participate in discussions and be a part of ad hoc committees as established. The Chairperson is a non-voting member of the Senate with the exception of ties as stated in Article IV, Section 1.
  4. The Parliamentarian shall be appointed by the Chairperson. The Parliamentarian shall be a full-time employee of the University and shall not be a current senator. The Parliamentarian shall have a thorough knowledge of Senate Bylaws and the current edition of Robert’s Rules of Order. The Parliamentarian shall provide advisement to the Chairperson and the Senate body of proper parliamentary procedures. The Parliamentarian may be appointed from within senate, and retain rights as a senator or appointed from outside the senate and serve as an ex-officio member.

Section 2. Elections

  1. Nominations and elections shall be held each year for senator positions whose terms have expired. Nominations will not be valid until the Senate nominee has received approval from his/her supervisor as indicated on the candidacy application.
  2. A call for nominations will be published campus-wide on March 15 as a day of business or the following business day of each year. Nominations can be self-nominations or made by another staff member in the nominee’s constituency. An online nomination form will be available on the Staff Senate website. Nomination forms are due by April 15 as a day of business or the following business day of each year.
  3. Each nominee shall submit a statement of intent by April 15 as a day of business or the following business day to be placed on the ballot.
  4. Membership will be based on a majority vote within job families as determined by the Office of Human Resources. An online ballot will be available on the Staff Senate website beginning the first business day of May and ending on the last business day of May.
  5. The senator will be chosen based on the number of votes cast. Should there be a tie the Executive Board will select the individual to represent the area based on years of experience, standing with the University, performance of work, and perceived contributions to Staff Senate.
  6. An email from Staff Senate will be sent to new senators informing them of their election to Staff Senate by June 15 as a day of business or the following business day. A copy of this letter will also be sent to the employee’s supervisor.
  7. If the total number of vacancies in a Job Family is more than the total number of candidates, then those vacancies shall be filled by candidates appointed by the Executive Board. However, candidates may only be appointed to vacancies within their corresponding Job Family.

Section 3. Terms

Each person elected as a Senator to the Staff Senate shall be elected to a three-year term. Senators shall be eligible to serve multiple terms as long as they are elected or appointed to fill vacancies.

  1. Staff Senate terms shall be July 1 through June 30.
  2. Should an individual be elected for an officer position during their third year as Senator, their term may be extended so they may serve as an officer.
  3. After three (3) unexcused absences in one year (July-June), a senator’s status as a member of Staff Senate will be reviewed by the Executive Board for possible removal from Staff Senate.
  4. If it is determined by the Executive Board that a senator should be removed, the Chair of Staff Senate will contact the senator to discuss the unexcused absences. Following discussion, an email will be sent to the senator and their supervisor informing them of the board’s action.
  5. Any senator who receives a removal email has ten (10) business days to appeal the board’s action. If no appeal is submitted, the action is final and the Executive Board shall appoint a replacement. In the event an appeal is received, a vote will be put to the full Senate at the next regular meeting and the Board’s removal action may be overturned by two-thirds majority. The senator will be notified immediately of the decision, either via email or in person, if present.

Section 4. Senator Responsibilities

  1. Senators shall be elected to serve a term of three (3) years.
  2. Senators are responsible for attending monthly meetings and representing the views of the constituency by which they were elected.
  3. Senators shall serve as members of no less than one Senate committee per term year.
  4. Senators are responsible for having a working knowledge of the Senate bylaws and the current edition of Robert’s Rules of Order.
  5. Senators may bring forward motions, discussion items, or resolutions for the consideration of the senate with or apart from committees upon which they serve.
  6. Senators may designate a proxy to attend in their absence, compile notes, or address the senate on their behalf. These alternates shall not have voting privileges.
  7. Senators may not have more than three (3) unexcused absences per term year.
  8. Senators who do have more than three (3) unexcused absences per term year will be subject to removal from Senate membership.
  9. If a senator must miss a meeting, written notification must be received by the Secretary prior to the meeting. All absences will be considered unexcused, except in the case of sick leave. In the case of sick leave, the Senator shall notify the Senate Secretary upon the first day of returning to work.

Section 5. Vacancies

Vacancies may be due to resignation from Staff Senate, transfer from area represented, or termination of employment. If a senator transfers outside the area he/she was elected to represent, but remains a staff member of the University, he/she must inform the Chairperson of the departmental/occupational transfer. He/she may exercise the option to serve out the remainder of his/her term, subject to Executive Board approval. Otherwise, vacancies shall be filled by appointment of the Chair. When a vacancy is filled, the expiration of the term remains the same as the Senator they replaced.

Article IV

Officers

Staff Senate officers shall consist of the Chair, Chair Elect, Past Chair, Secretary, and Director of Staff Relations. The Chair Elect, Director of Staff Relations, and Secretary shall be elected by secret ballot during the regularly scheduled meeting in May. The Chair and Past Chair offices will automatically follow the Chair Elect position. Terms will begin on July 1st and shall end on June 30th, except in the case when an officer runs for and is reelected to serve another term in their current position. Staff Senate officers shall be voting members of the Senate with the exception of the Chair, who shall vote only in case of tied votes, and the Past Chair, who will only serve in an advisory capacity.

Section 1. Duties

  1. Chair – shall preside over meetings of the Senate; act as spokesperson for the Senate providing monthly reports at meetings of the Board of Governors; be responsible for scheduling and conducting all Staff Senate meetings, and shall serve on University committees as directed by Administration. The Chair has the right to appoint current senators as representatives to any University committee or Staff Senate workgroup. The Chair is a non-voting member of the Senate with the exception of ties as stated in Article IV, Section 1.
  2. Chair Elect – shall assist the Chair as requested and assume the duties of the Chair in the case of absence or in the event of a vacancy of Chair. The Chair Elect shall also fulfill the duties of maintaining the Staff Senate budget and present to the Senate the status of the budget.
  3. Past Chair – shall serve in an advisory capacity to the Executive Board, and as needed at University meetings to ensure continuity and updating.
  4. Secretary – shall provide a historical record of all Senate business by accurately recording the minutes of Staff Senate and Executive Council meetings, maintaining Senate attendance, and, as the custodian of records, disseminating Senate information to the University community. The Secretary shall oversee the nominations and elections process of new senators and officers.
  5. Director of Staff Relations – shall oversee business that directly relates to all University staff and oversee general business of Staff Senate including establishing and disbanding committees and workgroups.

Section 2. Election Procedures

  1. The Secretary will establish a workgroup to conduct officer elections.
  2. At the February meeting, an announcement will be made by the Secretary that nominations for each office will be accepted at the March and April meetings.
  3. Only current Senate members will be eligible for nomination to an officer position. Nominations are not valid until the Senate member has received approval from his/her supervisor.
  4. Elections will take place at the May meeting by vote of current senators.

Section 3. Vacancies

  1. If the Chair position is vacated for any reason, the Chair Elect will assume the responsibilities for the remainder of the term. Nominations of current members to replace the Chair Elect will occur at the next regular meeting.
  2. An officer can be removed from service by a four-fifths majority vote of the Executive Board or a two-thirds majority vote of the Senate. If the Chair is removed, Section 3a applies. If the Chair Elect is removed, then nominations for replacement will occur at the next regular meeting. All officers have the right to appeal their removal at the next regular meeting. In the event an appeal is received, a vote will be put to the full Senate at the next regular meeting and the Board’s vote or the Senate’s previous vote for removal may be overturned by two-thirds majority. The officer will be notified immediately of the decision, either via email or in person, if present. Only one appeal is permitted and the second vote is final.

Article V

Executive Board

Section 1. Membership

The Executive Board shall consist of the Chair, Chair Elect, Past Chair, Secretary, and Director of Staff Relations.

Section 2. Responsibilities

The Executive Board’s purpose shall be to propose the regular meeting agenda and to consider and possibly refer items, including those submitted by staff members’ at-large, to the appropriate workgroup for their review and subsequent recommendation to the Senate. The Executive Board shall have general supervision of the affairs of the Senate between meetings, make recommendations to the Senate, and shall perform such other duties as are specified in the Bylaws.

Article VI

Committees

Section 1. Standing Committees

Staff Senate standing committees will be led by the Director of Staff Relations.

Standing committees may consist of both current and former Senate members, as well as staff members at-large. All senators shall be required to serve on at least one standing committee per term year.

  1. Director of Staff Relations – The Director of Staff Relations is charged with overseeing business that directly relates to all University staff. Duties include but are not limited to:
    1. Establishing and disbanding standing committees to review and make recommendations on University policies and procedures that directly impact staff, create and promote professional development opportunities, and coordinate service activities and special events;
    2. Appointing a chairperson for each established standing committee;
    3. Maintaining a director's notebook containing current assignments and resolutions, completed assignments and resolutions, a record of standing committees and date established/disbanded, and a standing committee member list;
    4. Holding a transition meeting with the incoming director prior to the July meeting.

Section 2. Standing Committee Chair Responsibilities

  1. Work on agenda items and resolutions as assigned.
  2. Put forth resolutions to the Senate.
  3. Provide a formal, typed copy of monthly committee reports and resolutions to the Director of Staff Relations at least one week prior to the next regular Senate meeting.
  4. Maintain committee documentation containing current assignments and resolutions, completed assignments and resolutions, minutes of committee meetings, and a committee member list.

Section 3. University Committees

  1. The Staff Senate Chair shall appoint a member of the Senate to represent Staff Senate on University committees at the request of Administration, taking into account the expertise of the member and their area of representation.

Article VII

Meetings

Section 1. Regular Meetings

  1. Staff Senate shall hold regular monthly meetings, preferentially, on the first Thursday of each month.
  2. All agenda items should be submitted to the Staff Senate Chair to be placed on the agenda for the Senate meeting in which they are intended. All submissions should be via email and received by the Chairperson at least one week prior to the meeting.
  3. The regular monthly Staff Senate meeting shall be open to all staff, faculty, administration, and students. Any University staff member who is not an elected or appointed Senate member shall be allowed to participate in discussion but shall not be allowed to make or second motions nor vote on Senate business.
  4. Any University staff member who is not an elected or appointed Senate member may submit a written request to be placed on the agenda to bring a matter before Staff Senate. All requests should be received by the Staff Senate Chair at least one week prior to the meeting.
  5. Minutes as recorded by the Secretary shall be sent to all senators within one week following each regularly scheduled meeting. The minutes shall be posted on the Staff Senate website following Senate approval at the next regular meeting.

Section 2. Special Meetings

The Staff Senate Chair may call special meetings of the Senate as deemed necessary or at the written request of three (3) Senators.

Article VIII

Quorum

A quorum is required to have an official meeting and conduct business. Quorum shall be set at one-half of those deemed voting members of the Senate. Fulfillment of quorum is determined by the Senate Secretary immediately following Senator roll call and provided to the Chair before official business takes place. Representatives of Faculty Senate, Student Government Association, Parliamentarian, and the Past Chair are non-voting.

At the onset of each Senate meeting, the Chair shall inquire verbally with the Senate Secretary as to the presence of quorum. The Secretary shall verbally confirm when asked that quorum has or has not been achieved.

If during the course of a senate meeting quorum is lost, the Secretary shall inform the Chair that no further official business may be conducted. In that event, the Senate shall refer to the most current edition of Robert’s Rules of Order for appropriate options.

Article IX

Voting Requirements

  1. Method of voting shall be conducted verbally unless a Senator makes a motion for an alternate method (e.g. secret ballot, roll call vote, etc). If the Chair or Parliamentarian is in doubt of the vote’s outcome a subsequent hand vote may be called.
  2. The following motions require a two-thirds majority of all Senators for its adoption:
    • Amendment of any part of the Bylaws, or rules of order previously adopted. This motion requires previous notice.
    • Amendment or rescinding of a standing rule, a program or order of business, or a resolution previously adopted, without notice being given at a previous meeting or in the call of the meeting.
    • Taking up a question out of its proper order.
    • Suspending the rules.
    • Refusal to proceed to the orders of the day.
    • Sustaining an objection to the consideration of a question.
    • Expulsion from membership. (This motion requires previous notice and discussion between the parties.)
    • Disposal from office. (This motion requires previous notice.)

Article X

Parliamentary Procedure

The rules contained in the current edition of the most current edition of Robert’s Rules of Order shall govern Staff Senate in all cases to which they are applicable and in which they are consistent with these bylaws.

Article XI

Amendment of the Bylaws

Any Staff Senator member may propose an amendment to the Staff Senate Bylaws. The proposed amendment shall be provided in writing to the Executive Board, at which time a bylaws workgroup will be established to review the proposed amendment. After review, the bylaws workgroup will submit its recommendation to the Executive Board to be placed on the agenda for the next meeting. The amendment will then be brought before the full Senate for vote. Two-thirds (2/3) vote will be required.

Amendments to the Bylaws shall be considered official and adopted upon a passing vote by the Senate and approval by the President of the University and Administrative Council.

Revised:
August 2009
March 2010
March 2011
August 2011
May 2013
May 2016
August 2016