This constitution was adopted May, 1995 and was amended August 4, 1997 and May 16, 2000
Tarleton Staff Council Constitution
Adopted May 1995 and Amended on August 4, 1997 and May 16, 2000.
ARTICLE I. NAME
The name of this organization shall be the Tarleton State University Staff
Council. Further reference to this organization in this Constitution shall
be made by the name Council.
ARTICLE II. PURPOSE AND RESPONSIBILITY
Section 1. Purpose of the Council
The Council shall represent the staff of Tarleton State University in all matters
of general interest to staff employees including matters raised by Council
representatives, Council committees, and by the president of the university,
and through petition, by any full-time and any part-time staff employee. The
Council is the principal means of communication between the staff and the administration
of the university. The Council shall be empowered to act for and on behalf
of the staff and shall express the opinion of the staff on all matters laid
before the Council.
Section 2. Responsibilities and Objectives
The Council shall:
A. develop and maintain communication channels for interchange between itself
and staff members, faculty, student body, the university administrative staff
and the university president.
B. recommend staff members to serve on university committees. Such members will be appointed by the university president.
C. prepare and submit to the university president an annual summary of all activities and reports. In addition, the Council shall prepare and submit to the university president proposals and position papers on staff concerns as determined by a majority of the Council.
D. prepare and submit reports as requested by the university president.
E. provide a forum for members to discuss common problems and concerns and to share information.
F. formulate, coordinate and recommend enhancements and priorities on behalf of its constituents.
G. formulate, monitor and review recommendations on professional development programs that affect members of the university staff.
ARTICLE III. ORGANIZATIONAL STRUCTURE
The Council shall report independently to the university president or through
the vice president appointed by the university president. The appointed vice
president will serve in an advisory capacity to the Council.
ARTICLE IV. COMPOSITION OF THE COUNCIL
Section 1. Membership and Represented Categories
Elected members of the Council shall be full-time staff below the level of
vice president or equivalent. Each occupational category as defined below will
be represented.
Categories for representation shall largely be based on occupational categories.
Occupational categories of employees for election to the Council are as follows:
EEO #1 Executive/Administrative/Managerial
EEO #3 Professional Non-Faculty
EEO #4 Clerical and Secretarial
EEO #5 Technical and Paraprofessional
EEO #6 Skilled Crafts
EEO #7 Service Maintenance
Other categories to be represented may be designated by a two-thirds vote of
the members of Council and approval by the university president.
Section 2. Eligibility
To be elected, a staff member must have a minimum of two years full-time continuous
employment at Tarleton. Exceptions to this policy may occur if a new category
is added, as described in Article IV, Section 1. The employment criterion may
be waived by a two-thirds vote of the Council for a period of two years after
designation of the new category.
An individual may not serve two successive full terms of office.
An employee who has scheduled/announced retirement before his/her term will
have been completed will not be considered eligible for membership.
Section 3. Election
Election of members to the Council shall be held during May. Each full-time
staff employee shall be entitled to vote for candidates in their represented
category, which are described in Article IV, Section 1.
The Election Committee shall oversee the election of new representatives. Those
who receive the most votes in their category will become the new representatives.
The elected members shall assume office in June during the regular scheduled
meeting of the Council.
Section 4. Attendance and Removal from Office
Any representative whose absence causes a represented category to be underrepresented
for three regular or special called meetings of the Council during the year
shall automatically be removed. A new representative will be elected by his/her
represented category within 30 days and will take office immediately. A representative
who is absent for three council meetings but has provided representation for
his/her category shall not be removed, but will be contacted by the council
president to ascertain the problem. If it is determined that the representative
will be unable to attend future council meetings, the president, with concurrence
of the Executive Committee, may suggest that the represented category elect
a new representative within 30 days who will take office immediately. Notification
of voting results will be made to the staff members of the representative's
category.
A representative's term of office may be terminated and a new representative
elected at any time by a majority vote of all eligible category members. A
vote to terminate a current representative and elect a new representative may
be initiated by a written petition signed by at least 50 percent of the eligible
staff in a represented category.
Section 5. Term of Office
Elected members of the Council shall hold office for three calendar years with
the following exceptions:
1. If a representative assumes duties in a position in the university which
terminates employment within the category he/she is elected to represent, the
representative may continue to serve until the next general election in May.
2. When a representative submits his/her resignation from the university.
3. When a representative begins a leave of absence of more than two months.
4. When a representative submits to the President of the Council his/her resignation from the Council.
5. If elected to the office of President of the Council, a representative's
term of office shall be extended beyond three years if needed to fulfill his/her
duties as Past President.
If for any reason a representative is terminated, an election for that category
is to be held within 30 days to elect a new representative to complete the
unexpired term, and the new representative shall take office immediately.
ARTICLE V. OPERATION OF THE COUNCIL
Section 1. Meetings
The Council will hold a regularly scheduled meeting each month. Time and place
will be determined by the Council membership.
Quorum: The presence of a majority of the representatives of the Council shall
constitute a quorum for the transaction of all business of the Council.
Open Meetings: Meetings of the Council shall be open to Tarleton State University
employees. Certain issues may be discussed by the Council in closed session
at the discretion of Council President.
Section 2. Parliamentary Authority
All Executive Committee and Council meetings shall be conducted according to
the procedures specified in the most recent edition of Robert's Rules of Order.
Section 3. Officers
The officers of the Council shall be President, Vice-President, Past President,
Secretary, Treasurer, and Parliamentarian. All of the officers shall be elected
by the Council membership in the manner described in the By-Laws.
Section 4. Responsibilities and Terms of Office
A. President. The President will serve a one-year term of office and shall
be the executive officer of the Council and its Executive Committee. The President
shall perform the duties customary to the office and such additional duties
as directed by the Executive Committee.
B. Vice-President. The Vice-President
serves a one-year term of office and handles specific administrative projects
for the Council. The Vice-President
shall succeed the President of the Council upon the death or resignation of
the President. The Vice-President shall also perform the duties of the President
in the absence and/or incapacity of the President.
C. Past President. The Past
President shall serve as the chair of the Elections Committee and in an advisory
role to the President and Vice-President of the
Council and will serve a one-year term of office.
D. Secretary. The Secretary
shall record the minutes of the Council and Executive Committee meetings, as
well as other duties customary to the office. The Secretary
will serve a one-year term of office and is eligible for re-election to the
office.
E. Treasurer. The Treasurer shall keep the financial and membership
records of the Council. The Treasurer will serve a one-year term of office
and is eligible
for re-election to the office.
F. Parliamentarian. The Parliamentarian shall advise, when requested, the President
upon matters concerning parliamentary procedure. The Parliamentarian serves
a one-year term of office and is eligible for re-election to the office.
ARTICLE VI. COUNCIL COMMITTEES
Section 1. Executive Committee
The President, Vice-President, Past President, Secretary, Treasurer, and Parliamentarian
shall constitute the Executive Committee.
The President of the Council shall serve as Chair of the Executive Committee.
The Committee shall meet upon call of the Chair, upon request of the president
of the university, or upon written request of three members of the Council.
The Executive Committee shall:
A. be charged with the preparation of an agenda for each meeting of the Council.
B. oversee and provide direction for Council Committees.
C. call meetings of the Council when deemed necessary.
D. perform duties customary to the committee.
Section 2. Standing and Special Committees
The Staff Council shall create such Standing and Special committees as it deems
necessary.
All members of the university community, including faculty, administrators,
staff, and students of the university, shall be eligible to serve on Council
committees, provided that the chair of each committee shall be a member of
the Council. The chair of a Standing Committee may request that the Council
replace members for non-performance of committee duties.
Standing Committees shall be appointed at the first meeting of the Council
in June of each year, unless created by the Council action at a later date,
and shall serve until the end of the election year. Special committees shall
serve until their final report is presented to the Council or until dismissed
by the Council.
Section 3. Quorum
A quorum for any Council committee shall be a simple majority of the members
of the committee.
Section 4. Subcommittees
The committees may appoint subcommittees without restriction, but all reports
submitted to the Council shall be adopted by a majority of the parent committee.
The minority of a committee shall have the right to present to the Council
a minority report at the time the majority report is presented.
ARTICLE VII. RATIFICATION, AMENDMENTS, AND
BY-LAWS
Section 1. Ratification
The ratification and adoption of this Constitution shall be accomplished upon
the approving vote of two-thirds majority of the members of the staff voting
in a general election called for the purpose.
Following ratification and adoption by the staff, this Constitution shall be
submitted to the President of Tarleton State University and shall enter into
force upon his/her approval.
Section 2. Amendments
The Council shall by two-thirds vote recommend to the staff proposed amendments
to this Constitution. Such amendments shall take effect upon approval by three-fourths
of the votes cast by the staff voting in a general election called for the
purpose and upon approval by the president of the university. Amendments proposed
by petition containing signatures of forty percent of the staff shall become
effective upon approval by two-thirds of the votes cast by the staff, and upon
approval by the president of the university. The Council shall provide each
staff member with a copy of proposed amendments at least thirty days before
the vote.
Section 3. By-Laws
By-Laws consistent with this Constitution shall be established and amended
by a two-thirds vote of the Council.
This Constitution was amended by the staff of Tarleton State University on
the fourth day of August, 1997. In witness thereof:
Donna Savage, President
Vickie Swam, Secretary/Treasurer
This Constitution was amended by the staff of Tarleton State University on
the sixteenth day of May, 2000. In witness thereof:
Mary Ann Westbrook, President
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By-Laws to The Constitution of the Tarleton State University Staff Council
Adopted May 1995 and Amended August 13, 1997, May 16, 2000, April 5, 2001,
June 15, 2001, and April 4 2002.
ARTICLE I. ELECTION OF COUNCIL MEMBERSHIP
Elected members of the Council shall be full-time staff employed during the
24 month period immediately preceding the election, below the level of vice
president or equivalent. Each represented category as defined in the Constitution
shall elect one representative for every 20 employees (excluding academic
department heads) to serve as representatives.
Number of representatives for each category shall be rounded to the nearest
whole number.
The Election Committee will be chaired by the Past President, with members
at large nominated by the Past President and approved by the Council. The Election
Committee will determine how many new representatives should be elected in
each category for the following year and will check the membership term lengths
before Council elections to ensure sufficiently even rotations each year. The
committee will prepare ballots for each category, which will consist of a list
of all staff members eligible to be a representative for that category. Voters
may vote for as many representatives as there are open positions in their category.
ARTICLE II. COUNCIL MEETINGS
The Council will establish a regular time and meeting dates for Council meetings.
Meetings of the Council shall be open to Tarleton State University employees.
Certain issues may be discussed by the Council in closed session at the discretion
of Council President.
The President of the Council may call and/or cancel a meeting at any time he/she
deems advisable, provided that at least one day's notice is given.
ARTICLE III. COUNCIL OFFICERS
Section 1. Elections
At the May general meeting prior to election each year, the new President of
Staff Council will be elected for the upcoming year. Elections for the positions
of Vice-President, Secretary, Treasurer and Parliamentarian of the Council
shall be held in June each year at the scheduled meeting of the Council. Nominations
shall be taken from the floor of the Council for each position.
A simple majority vote of the Council is required for election.
Section 2. General Duties.
All officers representing an occupational category shall:
A. Attend all Executive Committee Meetings
B. Accept committee responsibilities as assigned by the President and the Executive Committee.
C. Assist in developing the Council's general budget.
D. Act as resource persons for the Staff.
E. Provide vision and direction for the Council.
F. Carry out voting responsibilities.
G. Maintain, evaluate, and revise as needed the Council's strategic plan.
Section 3. Specific Duties
A. President. The President shall preside over all meetings of the Council
and Executive Committee. The President shall have the authority to appoint
committees and their chairpersons, and shall be an ex-officio member of all
committees. In addition, the President or his/her designee may be required
to represent the Council on Tarleton committees, such as the Calendar Committee
and Academic Council. The President should submit a summary of each of the
committees' activities to the university president and vice presidents. The
report may include an evaluation of the committee's effectiveness and how well
the Council and committee worked together.
B. Vice-President. The Vice-President shall represent the Council in the absence of the President, and perform other duties customary to the office.
C. Past President. The Past President shall serve as chairperson of the Election Committee. If the Past President has not served his/her full term as a Staff Council representative, the Past President shall enjoy all rights and privileges (i.e., voting) as an elected representative while serving in his/her capacity. If the Past President has fulfilled his/her full term as an elected representative on Staff council, he/she will serve as an ex-officio member only and will not represent an occupational category.
D. Secretary. The Secretary shall record the minutes of all Council meetings, prepare and distribute council agendas, prepare and distribute minutes, maintain the archives and history of the council. In addition, the Secretary shall keep records of attendance at Council meetings and notify the President of absences as specified in Article IV, Section 4 of the Constitution.
E. Treasurer. The Treasurer shall keep the financial records and complete all of the responsibilities customary to this office.
F. Parliamentarian. The Parliamentarian shall acquaint himself/herself with parliamentary procedure. He/she shall advise, when requested, the President upon matters concerning parliamentary procedure. In his/her absence the President shall ask another member to act in this position. The parliamentarian is an elected representative of the Council; therefore, he/she is entitled to participate in Council discussions and vote on issues brought before the Council. The Parliamentarian shall serve on the Election Committee.
ARTICLE IV. COUNCIL COMMITTEES
Section 1. Executive Committee
The Executive Committee shall meet in advance of each stated meeting of the
Council to provide the members of the Council with a written agenda at least
one week before each stated meeting.
The Executive Committee works with each Council Committee to establish a set
of specific guidelines which clearly define the interactions between the Council
and the committee. In the absence of the President and Vice-President, the
Executive Committee shall designate a temporary Chair.
Section 2. Standing and Special Committees
The Council shall create such Standing and Special committees as it deems necessary
to address any topic pertinent to the work of the committee.
Section 3. Creation of Council Committees
Committees may be created by:
A. order of the President of the Council,
B. order of the Council at large,
C. upon written petition to the President of the Council signed by at least
twenty members of the staff.
Section 4. Authority of Council Committees
Council Committees shall:
A. have the power of originating proposals in their area of responsibility.
B. hold open meetings to explore campus opinion, in considering proposals
referred to them by the Council.
Section 5. Membership on Council Committees
All members of the university community, including faculty, administrators,
staff, and students of the university shall be eligible to serve on Council
committees, provided that the chair of each committee shall be a member of
the Council.
All committee chairs shall be employees in good standing with the university
and shall be employed at Tarleton State University during the term of their
office.
Section 6. Meetings
All committee meetings shall be open unless otherwise ordered by the Council.
The time and place of any open meeting of a committee shall be adequately published
at least three days before the meeting is to occur. A meeting of a committee
may be called by a petition signed by twenty or more members of the staff.
Employee-of-the-Month Committee will meet in closed session each month as the
information discussed and action taken is confidential.
Section 7. Reports
All reports of committees shall be presented to the Council in writing and
may also be presented orally if desired by the committee or requested by the
Council. All standing committees shall present an annual report to the Council
as well as such other reports as the committee shall desire to present or shall
be requested to present by the Council.
ARTICLE V. RATIFICATION, AMENDMENTS, BY-LAWS
Section 1. The Council shall be the sole judge of its own rules and By-Laws.
Section 2. Ratification or amendment of the By-Laws shall be accomplished upon
the approving vote of two-thirds majority of the members of the Council.
These By-Laws were amended by the members of the Staff Council on the 13th
day of August, 1997. In witness thereof:
Cary Strohmeyer,
Tarleton State University
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These By-Laws were amended by the members of the Staff Council on the 16th
day of May, 2000. In witness thereof:
Mary Ann Westbrook, President
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These By-Laws were amended by the members of the Staff Council on the 5th day
of April, 2001. In witness thereof:
Andrea Trinque, President
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These By-Laws were amended by the members of the Staff Council on the 15th
day of June, 2001. In witness thereof:
Donna Strohmeyer, President
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The members of the staff Council amended these By-Laws on the 4th day of April
2002. In witness thereof:
Donna Strohmeyer, President
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