Administrative Staff Council

BYLAWS

History, Purpose, Organization and Bylaws

 HISTORY

The Administrative/Staff Council was established February 7, 1992, to provide a forum to share ideas, address concerns, and be an advocate body for Pacific Lutheran University administrative and staff employees.

PURPOSE

The purpose of the council shall be to serve as a communication link between all levels of non-faculty employees, and between non-faculty employees and other members of the university and community including students, faculty, and administrative leaders.  The council shall provide a forum for staff to raise and discuss areas and issues of interest, and to make recommendations regarding such issues.

ORGANIZATION

Executive Officers

The officers of the council shall consist of two Co-Chairpersons, Secretary, Treasurer, and Public Relations Officer.

The Council Assembly

The Council Assembly shall consist of one elected staff and administrative representative who shall serve on the council representing the following divisions: Finance and Operations; Student Life; Office of the President/Church Relations; Office of the Provost; and Office of Development.  In addition, due to large numbers of employees, Plant Services, Dining Services, and Information Resources will each elect an additional staff council representative.

The General Assembly

The General Assembly of the Council shall consist of the Council and all non-faculty employees of Pacific Lutheran University.

BY-LAWS

ARTICLE I - EXECUTIVE OFFICERS

Section A:  Purpose

The purpose of the officers of the council shall be to provide leadership for the council, initiate any interaction with the President and Officers, assure execution of council proposals, and formally represent the interests all non-faculty employees in university business.

Section B:  Authorities and Powers

The officers of the council shall have such authority and power as is necessary to provide leadership, but shall remain subject to the final authority of the council in consultation with the President and Officers of the university.

Section C:  Qualifications

The council officers shall be members of the council, previously employed for one year prior in a capacity of one-half time or more.

Section D:  Duties

Subsection 1: Co-Chairpersons

The Council Co-Chairpersons shall be responsible for maintaining the process of communication among, and representation to, the President and Officers.  The Co-Chairpersons shall preside over council meetings and general assemblies unless a question is raised over the Co-Chairpersons' roles.

Subsection 2:  Secretary

The Secretary shall write and distribute all minutes of the council meetings and general assembly forums.  A copy of the minutes shall be sent to each council member, and to the President and Officers of the university.  The Secretary will be responsible for monthly communications with all non-faculty employees of the university.

Subsection 3: Treasurer

The Treasurer shall oversee all council finances.  The Treasurer shall present a financial statement to the council as requested.

Subsection 4: Public Relations Officer

The Public Relations Officer shall be responsible for all publicity for the council, and for announcing general assembly forums.

Section E:  Terms of Office

The term of the Council officers shall be one year from June 1 until May 31. Each officer may be re-elected according to the election guidelines.

Section F:  Vacancies

In case of vacancy in the position of   Co-Chairperson, a person shall be elected for the remainder of the term from the ranks of the council and approved by the council.   If the position of Secretary, Treasurer, or Public Relations Officer is vacant, the Co-Chairpersons shall appoint a replacement from the ranks of the council for the remainder of the term.

ARTICLE II - COUNCIL MEMBERS

Section A:  Purpose

The purpose of the council members shall be to represent the interests of the employees from each respective representative area.

Section B:  Authorities and Powers

The council shall have such authority and power as is necessary to represent the interests of non-faculty employees and to provide input and recommendations to the President and Officers of the university.

Section C:  Qualifications

Each member of the Council shall be currently employed by the university, and shall have been for one year or more in a position that was deemed at least one-half time employment.  An employee who holds the position of director and who reports directly to a vice president or the President, and/or an employee who has faculty status with voting rights shall not be eligible to serve as a member of the council.

Section D:  Compensation

Each council member shall be given release time of two hours per month to serve on the Council.

Section E:  Meetings

The Council shall meet no less than once monthly during the year to execute council business.  Special meetings may be called by the Council  Co-Chairpersons.

Section F:  Attendance

Each member is expected to attend the council meetings.  If a council member knows s/he will be absent, the member is to notify the Council Co-Chairpersons.  Any member who does not attend three consecutive meetings will be provided, in writing, the opportunity to step down from his or her position.  If the Secretary  does not receive responses within five days of the written notice, the member will be informed, in writing, that his/her position will be immediately put forth for election.

Section H:  Duties

The duties of the council members are to provide input from their respective constituents.  The council members shall vote to approve all council business.

Section I:  Terms of Office

The term of office for each Council member is two years starting June 1 after the elections.  Each council member shall serve for a maximum of two terms in an eight year period.

Section J:  Vacancies

In case of any mid-term vacancies, a new representative holding the same status of staff or administrator as the person vacating, shall be elected by ballot to complete the term.  Election procedures shall follow Article IV, Subsections 1 & 2.

ARTICLE III - COMMITTEES

Section A:  University Committees

As requested by the President and/or other university groups, the council shall make appropriate provisions for membership and/or representation.  Representatives whose terms on the council have ended but who still serve on committees, will continue to report back to the council as requested regarding their respective assignments.

Section B:  Committee Appointments

Council members may volunteer to serve or be appointed by the Co-Chairpersons to serve on committees.

Section C:  Committee Elections

The Council shall elect members of standing committees, and elect members to ad hoc committees as necessary.

ARTICLE IV - ELECTIONS AND APPOINTMENTS

Section A:  Regular Elections

The Co-Chairpersons of the Council, in consultation with the Council, shall conduct all elections for council members.  The Co-Chairpersons, in consultation with the Council, shall determine a timetable for elections.  Annual elections must be completed by May 15.

Subsection 1:  Nominations

Nominations shall be made from among eligible non-faculty employees within the respective representative area and according to the status of the open position.  Nominees will be contacted to confirm their willingness to run.  Verification of eligibility of nominees is to be made with Human Resource Services.  See Article II, Section C for eligibility requirements.

Subsection 2:  Ballots and Voting

A direct mailing (individual labels) of ballots shall go to employees eligible to vote according to the representative area and position opening.  The employees shall be requested to return the ballots in one week The Co-Chairpersons shall tally the ballots.  The candidate receiving the most votes shall be the new representative for that division.

Subsection 3:  Notification

The Co-Chairpersons shall notify each candidate and the Council of the results of all elections.

ARTICLE V - RECALL

Section A:  Officers

A recall petition by four council members from two or more representative areas must be presented to the council at a regular meeting.  The case for recall shall be presented.  A recall vote shall be taken by written ballot.  A non-officer council member not signing the petition shall coordinate the voting.  A recall requires the affirmative vote of two-thirds of the council to be valid.

Section B:  Council Members

A recall petition containing the signatures of one-fourth of the employees from a member's representative area shall be presented to the Council at one of its regular meetings.  The case for a recall vote shall be presented by those initiating the recall.  At the meeting the recall vote shall be taken by written ballot.  A recall requires the affirmative vote of two-thirds of the council to be valid.

ARTICLE VI - FINANCES

All financial matters shall be approved by the Council.  The budget shall be developed and administered by the Treasurer.

ARTICLE VII - AMENDMENT OF BYLAWS

These Bylaws may be amended by a majority vote of the members of the Council in consultation with the President and Officers of the university.

Revised 01-12-2001