What is Staff Council?
UNIVERSITY OF COLORADO AT COLORADO SPRINGS
STAFF COUNCIL
BY-LAWS
ARTICLE I
NAME AND MEMBERSHIP
Section 1 : The name of the organization shall be "University of Colorado at Colorado Springs Staff Council", hereinafter referred to as Staff Council.
Section 2 : The Staff Council is established to represent classified, contract, and CU Foundation employees of the University of Colorado at Colorado Springs, hereinafter referred to as UCCS.
Section 3 : Membership of the Staff Council Executive Board (SCEB) shall consist of the President or Co-Presidents, Vice President/President Elect or Co-Vice Presidents/Co-Presidents Elect, Executive Secretary, Treasurer and Past President or Past Co-Presidents. These individuals must be classified staff of the University who are employed 50% of full-time or more. Ex-Officio members, as defined in Article III, Section 3:F, shall also be members of SCEB.
Section 4 : Membership of the Staff Council (SC) shall consist of the Staff Council Executive Board, PESA representative, committee chairs, and one or more representatives from each campus unit, office, college, department or division. With the exception of the PESA representative, these individuals must be classified or contract staff of the University who are employed 50% of full time or more.
ARTICLE II
PURPOSE
Section 1 : To initiate and provide means for the exchange of information among UCCS employees relative to issues of mutual concern.
Section 2 : To foster a spirit of unity, cooperation and loyalty among all UCCS employees.
Section 3 : To consider methods and means by which overall working conditions may be improved and operating efficiency increased.
Section 4 : To study and to make recommendations to administrative officers concerning problems and policies of mutual concern relating to UCCS employees and the general efficient functioning of the campus and the university.
Section 5 : To be responsible for matters of concern as may be assigned to it by the Chancellor.
Section 6 : To disseminate information and make recommendations concerning candidates for the various state boards which have impact on the staff.
Section 7 : To work with any and all similar councils, groups, or bodies on all of the university's campuses to fulfill the aforementioned purposes.
Section 8 : To aid in the strategic planning goal of establishing an environment conducive to the recruitment, retention, development, and recognition of an excellent staff.
Section 9: The organization of this Staff Council shall in no way affect the right of staff employees to belong to other organized groups of their choice, nor shall it preclude the functioning of such organizations.
ARTICLE III
STAFF COUNCIL EXECUTIVE BOARD
Section 1 : The purpose of the Staff Council Executive Board is to serve as the governing body of the Staff Council. The day-to-day operations of the Staff Council shall be carried out by the Staff Council Executive Board.
Section2 : Nominations and Elections:
A. Elected officers shall be the Vice President/President Elect or Co-Vice Presidents/Co-Presidents Elect, Executive Secretary and Treasurer. President or Co-Presidents may also be listed on the ballot in the case of vacancy.
B. The staff shall be allowed a two-week period to submit nominations.
C. The names of all eligible nominees for each office shall be placed on a ballot and sent to Staff Council members.
D. If, after the election, none of the nominees for a particular office receives a majority of the votes cast, a run-off election between the top two or top two slates of candidates for the particular office will be held.
E. The new slate of officers will be announced and presented by May 1 of each year. The term of office shall be July 1 through June 30.
F. In the event of a mid-term resignation, the Staff Council Executive Board shall appoint a replacement to complete the term of the vacated office.
G. Each position of President, Vice President/President Elect, and Past President may be filled by two individuals, provided that both individuals for a given position are listed on the official election ballot.
Section 3 : Duties of the Officers
A. President or Co-Presidents
1. The President or Co-Presidents shall:
a. Preside at all Staff Council meetings and enforce all regulations and policies as specified in the By-laws.
b. Approve all expenditures and be responsible for Staff Council fiscal matters.
c. Serve as needed or desired as an ex-officio member of any standing committees.
d. Identify items for discussion for each regular and any special Staff Council meeting.
e. Appoint standing and special interest committee chairpersons and members of all standing committees as specified in Article V.
f. Serve as spokesperson for the Staff Council or designate the Vice President/President Elect or Co-Vice Presidents/Co-Presidents Elect or another Staff Council member in the absence of the Vice President/President Elect or Co-Vice Presidents/Co-Presidents Elect to perform this function for specific requests.
g. Call special meetings as required.
h. Serve as University of Colorado Staff Council Ex-Officio per UCSC By-laws.
B. Vice President/President Elect or Co-Vice Presidents/Co-Presidents Elect
1. The Vice President/President Elect or Co-Vice Presidents/Co-Presidents Elect shall, in the absence of the President or Co-Presidents, have all the powers, prerogatives, and responsibilities of the President or Co-Presidents. The Vice President/President Elect or Co-Vice Presidents/Co-Presidents Elect shall work closely with the President or Co-Presidents in all duties.
2. Shall assume the office of President or Co-Presidents on July 1 of the second year.
3. Shall assist the President or Co-Presidents with other duties as assigned.
C. Executive Secretary
1. In the absence of a non-elected Recording Secretary, the Staff Council Executive Secretary shall, as directed by the President or Co-Presidents:
a. Record the proceedings of Staff Council and Staff Council Executive Board meetings.
b. Prepare the minutes.
c. Distribute the minutes.
d. Prepare and distribute any agendas.
2. Prepare general Staff Council correspondence.
3. Shall coordinate staff enrichment by chairing the Staff Development Committee.
4. Shall recruit and recommend a slate of current standing committee chairpersons, University committee chairpersons and search committee members to the President or Co-Presidents for appointment. Such a list shall include alternates for short notice appointments or replacements.
5. Shall assist the President or Co-Presidents with other duties as assigned.
D. Treasurer
1. The Treasurer shall:
a. Prepare fiscal documents for Staff Council.
b. Prepare an annual budget request for the coming fiscal year, for the Staff Council Executive Board's approval. The request should be submitted prior to the deadline to the UCCS Vice Chancellor for Administration and Finance.
c. Keep accurate records of all expenditures of Staff Council and any special accounts that may be set up.
d. Report the total expenses and current balances to the Staff Council Executive Board at each meeting.
e. Assist the President or Co-Presidents with other duties as assigned.
E. Immediate Past President or immediate Past Co-Presidents
1. Brings to the Staff Council Executive Board an expertise and knowledge unique to one who has served as President or Co-Presidents.
2. Assists the President or Co-Presidents with duties as assigned.
F. Ex-Officio Members
1. If the immediate Past President or either of the immediate Past Co-Presidents chooses not to fulfill the obligation as a third year member of SCEB, the Staff Council Executive Board may select an Ex-Officio member who demonstrates a unique knowledge, expertise, or contribution that can be brought to the Staff Council Executive Board.
2. Another Ex-Officio member shall be the Chancellor's Liaison. Chosen at the discretion of the Chancellor, the Liaison will represent administration at Staff Council meetings.
3. The representatives to University of Colorado Staff Council (UCSC), excluding the PESA representative, shall also be Ex-Officio members of the SCEB.
4. Assist the President or Co-Presidents with other duties as assigned.
G. Recording Secretary
1. The Recording Secretary shall be an employee of the University hired to provide administrative assistance to Staff Council.
2. The Recording Secretary shall be a non-voting member of the Executive Board.
3. The Recording Secretary shall record and maintain the official minutes of every Staff Council general and Executive Board meeting unless otherwise directed by the President or Co-Presidents.
4. The Recording Secretary shall maintain official Staff Council files, assist in scheduling all meetings, retain a record of all committee representation, and provide such other assistance as the President or Co-Presidents and Executive Board may require.
Section 4: Voting
A. Each position within the SCEB shall have only one vote. If the position is occupied by two individuals in a co-leadership role, one person shall be designated as the voting member. The two individuals sharing the position will designate the voting individual in advance.
B. No one individual may hold more than one voting position in any given term. When the President/Co-Presidents are serving as ex-officio member/s of any standing committee, they will have only one vote.
ARTICLE IV
STAFF COUNCIL
Section 1: Staff Council Standing Committees
A. Committee members may be drawn from Staff Council.
B. The length of service on Standing Committees shall be unlimited but a committee member may only serve as Chair for two consecutive years. After one year of not serving as Chair, the individual may be reappointed as Chair of the committee.
C. Staff members may serve on more than one Standing Committee concurrently.
D. Committees shall be:
1. Personnel/Benefits
a. Courtesy/Orientation Committee
The Courtesy/Orientation Committee works to welcome new staff employees with a new staff handbook and an orientation.
b. Staff Council Development Committee
The Staff Council Development Committee works to administer the funds, (a portion of the facilities monies), which were allotted to Staff beginning with the summer of 1987 in a fair and equitable fashion to promote staff development on the UCCS campus.
c. By-Laws Committee
The By-Laws Committee works to study the By-Laws and makes recommendations to the Staff Council Executive Board for any changes deemed necessary.
d. Other
2. Elections/Awards
a. Elections Committee
The Elections Committee works to solicit nominations for the Staff Council Officers elections each spring and to administer the voting process.
b. Staff Awards Committee (awards at Spring Luncheon)
The Staff Awards Committee works with the Personnel Office to verify Longevity of Service for staff members. The Committee works with the Bookstore to acquire the Longevity of Service awards to be presented at the Spring Luncheon.
c. Outstanding Staff Award (awarded at Chancellor's end of year event)
The Outstanding Staff Award Committee works to assist the campus in selecting and identifying one staff member as the Outstanding Staff member for the year. The Chancellor awards a cash prize to the award recipient.
d. Other
3. Social
a. Spring Luncheon Committee
The Spring Luncheon Committee works to set up the annual Spring Luncheon where staff and the campus community come together for fun, food, and an awards ceremony.
b. Other
4. University Service
a. Blood Drive Committee
The Blood Drive Committee works to create awareness about the importance and safety of donating blood and to encourage people to become blood donors at the blood drives. A minimum of two blood drives are held each year.
b. SEEDS Committee
The SEEDS Committee works to review applications for monetary awards for professional enhancement.
c. Legislative Watch Committee
The Legislative Watch Committee works to keep staff members informed of legislative actions that will impact the campus, university system, and community via email and other forms of communication.
d. Holiday Service Committee
The Holiday Service Committee works to help provide food and gifts for needy families from within the UCCS community during the winter holidays.
e. School Supply Drive Committee
The School Supply Drive Committee works to help provide school supplies for an elementary school from within the Colorado Springs community.
f. Other
Section 2 : University Committees with Staff Representation : University Committees with Staff Representation
A. Staff members serve on many University committees. Most of these committees have their own By-laws regarding length of appointment, etc. Examples of these committees are: Transportation and Traffic, Financial Aid Advisory, Family Development Center, Student Newspaper Board, Food Services, Bookstore, Intercollegiate Athletic Advisory, and University Budget Advisory.
B. All University committee chairpersons shall recruit staff members through the Staff Council President or Co-Presidents. The President or Co-Presidents will supply names from which to select the member.
C. Staff members may serve on more than one University committee concurrently.
Section 3 : System-Wide Committees
A. University of Colorado Staff Council (UCSC)
1. There shall be classified staff and PESA staff representation. The three representatives shall consist of two Staff Council and one PESA member. In addition, there must be one alternate (the Staff Council President or one of the Co-Presidents or designee.) Representatives to UCSC must meet appointment criteria as established by UCSC by-laws.
2. The length of appointment shall be three years and shall begin in July, with one new representative appointed each year.
3. Members may miss three meetings per year. If the member misses more than three meetings, he/she may be removed from UCSC.
4. Volunteers should submit their names, reasons for interest in UCSC and confirmation that a three-year commitment can be met to the Staff Council Executive Board. The Staff Council President or Co-Presidents select(s) the members upon advisement of the elected officers of the Executive Board.
5. One or more of UCSC representatives, excluding the PESA representative, shall attend Staff Council Executive Board meetings as non-voting members.
B. Silver and Gold Board
C. PERA Board
D. State-Wide Liaison Committee
E. Other committees as formed
F. Staff members may serve on more than one system-wide committee concurrently.
ARTICLE V
MEETINGS
Section 1 : Staff Council general, Staff Council Executive Board and Staff Council meetings shall be open to all members of the University community. The Staff Council President or Co-Presidents may request non-members to introduce themselves.
Section 2 : Staff Council shall hold at least two general meetings per year, once in the fall and once in the spring. These meetings shall be open to all members of the Staff Council.
Section 3 : Special meetings of the Staff Council general, Staff Council Executive Board, and Staff Council may be called at the discretion of the Chancellor.
Section 4 : Speaking limitations for agenda items shall be determined by the President or Co-Presidents.
Section 5 : Additional or emergency meetings may be called by the President or Co-Presidents or by written petition of five Staff Council members. (See Art. I, Section 3)
Section 6 : The Staff Council Executive Board may meet at various times during the year as necessary in order to make decisions regarding the ongoing operation of the Staff Council.
Section 7 : An off campus Staff Council retreat for the outgoing SCEB, incoming SCEB, and chairs of University committees shall be held as close as possible to the date of the change in term for the President or Co-Presidents (July 1.) This retreat shall cover detailed committee reports by the committee chairs, review of prior year activities, and the establishment of goals for the upcoming year.
ARTICLE VI
AMENDMENTS
Section 1 : Any Staff Council member may propose an amendment to the By-laws. Copies of the proposed amendment and a ballot shall be sent to each Staff Council member ten working days prior to the balloting deadline.
Section 2 : If the proposed amendment receives a two-thirds majority vote of those voting, it shall be adopted.
Section 3 : Balloting may occur only twice each fiscal year.
ARTICLE VII
Section 1 : Robert's Rules of Order, Revised, will be used to address items not covered in these By-Laws.