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GC Staff Council Bylaws

Revised March 2011

I. NAME

II. RESPONSIBILITIES & FUNCTIONS
A. Function
B. Staff Council Responsibilities

III. MEMBERSHIP
A. Representation
B. Election of Voting Members
C. Terms of Voting Members
D. Vacancy of Voting Members
E. Removal of Delegates
F. Ex Officio Members

IV. OFFICERS OF STAFF COUNCIL
A. Officers and Duties
B. Election Procedures for Officers

V. University Senate Staff Council Representation
A. University Senate Seats
B. University Senate Committee Seats
C. University Senate Elections

VI. COMMITTEES
A. Membership
B. Standing Committees
a. Executive Committee
b. Bylaws & Elections Committee
c. Staff Development Committee
d. Communications Committee
e. Special Projects Committee

VII. MEETINGS
A. Meeting Schedule
B. Agenda for Regular Meetings
C. Special Meeting
D. Quorum
E. Items of New Business
F. Roll Call Votes
G. Executive Session

VIII. CHANGES TO THE BYLAWS


NAME

The name of the body hereby constituted shall be the Staff Council.


II. RESPONSIBILITIES & FUNCTIONS
A. Function

In its representation of all staff employees, the Georgia College Staff Council will promote better understanding, increased cooperation, and open communication among all constituent groups on our campus.  While performing the duty, the Staff Council will endorse and adhere to the mission and goals of Georgia College.
 
B. Staff Council Responsibilities

1. Enhance the communications network for staff throughout the university community.
2. Nominate staff members to serve on university-wide committees.
3. Coordinate annual elections to Staff Council.
4. Appoint standing committees and ad hoc committees as determined by majority of the Council.
5. Conduct quarterly meetings of the Staff Council, annual community meetings and meetings of staff by electing areas.
6. Promote professional development, technical and educational opportunities to enhance and promote employees’ skills
7. The Staff Council shall not be authorized to consider or determine individual grievances.

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III. MEMBERSHIP

A. Representation

Representation for Staff Council shall correspond to five division areas. Each division shall select members of Staff Council in accordance with the following schedule:

1 – 50 staff employees shall have one representative,
51 – 100 staff employees shall have two representatives,
101 – 150 staff employees shall have three representatives,
151 – 200 staff employees shall have four representatives,
201 – 250 staff employees shall have five representatives,
251 – 300 staff employees shall have six representatives,
301 – 350 staff employees shall have seven representatives,
351 – 400 staff employees shall have eight representatives.

For every increment of fifty (50) people per division, there will be one representative.   The total number of representatives will not exceed fifteen (15).  If the total number of elected delegates is less than fifteen (15), the Executive Committee shall appoint members-at-large to equal fifteen (15).  The Executive Committee will determine the members-at-large based on recommendations from the Bylaws & Elections Committee with consideration given to the last election results.

The five divisions are Office of the President, Academic Affairs, Student Affairs, Administrative Services & Campus Operations, and University Advancement. The Office of the President shall include the Chief of Staff and all other administrators who report to the President, their offices, and Staff.

Employee counts will be conducted in September of every year prior to the upcoming year’s apportionment in subsequent elections.

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B. Election of Voting Members

1. Elections shall be held during the month of January each year in each division to replace members whose terms have expired. The Bylaws & Elections Committee shall solicit nominations and conduct elections to replace delegates whose term will expire in June.  
2. Membership shall be based upon a popular vote within the designated areas. If the election results in a tie within a division, employees within the division will vote to break the tie. Supervisor approval must be given before any new delegate can serve.
“Staff” includes all employees except ranked faculty members employed in the corps of instruction and administrators reporting to the president. To be eligible, a staff member must be employed half-time or better, have regular employment status, and be on active duty.

Office of the President/President
Academic Affairs Provost/Academic Affairs
Student Affairs VP/Student Affairs
Administrative Services & Campus Operations VP/Administrative Services & Campus Operations
University Advancement VP/University Advancement

 

C. Terms of Voting Members

A Staff Council delegate shall serve a two (2) year staggered term beginning July 1. If a delegate should move into a different division that the one from which they were originally elected, then they will continue to represent the division from which they were elected until the end of their term.

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D. Vacancy of Voting Members

Vacancies that occur during a term of service shall be filled for the remainder of that term by the Executive Committee based on recommendations from the Bylaws and Elections Committee with consideration given to the last election.

E. Removal of Delegates

Any elected delegate can be removed from office for nonperformance of Staff Council duties by a vote of two thirds (2/3) of the voting members of the Staff Council. Nonperformance of Staff Council duties may include, but is not limited to: non-attendance (two (2) or more unexcused absences), unavailability of the delegate to the staff he/she represents, or conduct injurious to the Staff Council, the University, or the purposes of the Staff Council.

F. Ex Officio Members

The Staff Council shall include the Director of Legal Affairs and the Chief of Staff as ex- officio, non-voting, non-office holding members.

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IV. OFFICERS OF STAFF COUNCIL

A. Officers and Duties

1. Chairperson: The Chairperson shall preside at Staff Council meetings, serve as Chairperson of the Executive Committee, call special meetings as necessary, perform other duties usual to the office, and confer with and report regularly to the president of the university on matters pertaining to the staff, Staff Council, and the University. The Chairperson is responsible for upholding the Bylaws of the Staff Council and conducting all meetings in accordance with the rules of order. The Chairperson is an ex-officio member of all committees. The Chairperson shall be elected by and from the Staff Council membership to serve a one (1) year term and may not serve as chairperson for more than two (2) consecutive years.

2. Vice Chair: The Vice Chair shall assist the Chairperson, perform the duties of the Chairperson in his/her absence, serve on the Executive Committee and will be the Representative to the University System of Georgia Staff Council (USGSC). The representative to the USGSC shall serve as a resource person in an advisory capacity to the Staff Council in matters that affect the Staff Council’s relationship with the USGSC. This person is required to attend Executive Committee meetings to ensure congruency and continuity with the USGSC. If the Chairperson is unable to complete the term of office, the Vice Chair shall immediately assume the duties of Chairperson and convene a special session of the Executive Committee to present nominations to the Staff Council for the election of a new Vice Chair. The newly elected Vice Chair shall complete the remainder of the current term. 

3. Immediate Past-Chairperson: The immediate Past-Chairperson shall be a member of the Executive Committee. This person will also be responsible for conducting the officer and senator elections.

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4. Secretary: The Secretary shall serve on the Executive Committee, notify members of meetings, provide necessary secretarial services including taking minutes, maintaining records, and distributing minutes to the Staff Council delegates, to the President of the University and to the Official University Minutes Page. The Secretary shall also maintain a current roster of the Executive Committee members and all other committee members, including the expiration dates of each member's term of office.

5. Treasurer: The Treasurer shall serve on the Executive Committee and shall be responsible for recording and disbursing funds allocated for the conduct of Staff Council business and for any required financial reports concerning Staff Council expenditures.

6. The Director of Legal Affairs and the Chief of Staff shall serve as a resource person in an advisory capacity to the Staff Council.

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B. Election Procedures for Officers

The Officers of Staff Council shall be elected during the month of February of each year using the following procedures:
1. Nominations shall be accepted during the month of February.  Nominations may be made to the Chairperson of the Bylaws & Elections Committee. Only current delegates shall be eligible for nomination as Chairperson; all other officer positions may be filled by current or new members. The Bylaws & Elections Committee shall contact the nominees. Each person named on the ballot must accept the nomination and consent to their name being placed on the ballot. Once the nominations have been confirmed, the ballot shall be prepared for the election.
2. Elections shall occur before the March University Senate meeting. Should a vacancy occur during a term of office, the above election process shall be followed starting with the next regularly scheduled Staff Council meeting.

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V.  University Senate Staff Council Representation

A.  University Senate Seats

Senator Seat 1 – Chair of Staff Council
Senator Seat 2 – Staff Council member elected by Staff Council
Senator Seat 3 – Staff Council member elected by Staff Council
Senator Seat 4 – Staff Council member elected by Staff Council
 
B.  University Senate Committee Seats
Committee Seat 1 – Staff Council member elected by Staff Council
Committee Seat 2 – Staff Council members elected by Staff Council

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 C.  University Senate Elections
The University Senate Seats shall be elected before the March University Senate Meeting using the following procedures:

1. Nominations shall be accepted after the February Staff Council meeting.  Nominations may be made to the Chairperson of the Bylaws & Elections Committee. Current and new delegates shall be eligible for nomination for a University Senate Seat.  The Bylaws & Elections Committee shall contact the nominees. Each person named on the ballot must accept the nomination and consent to their name being placed on the ballot. Once the nominations have been confirmed, the ballot shall be prepared for the election.
2. Elections shall occur before the March University Senate meeting. Should a vacancy occur during a term of office; the above election process shall be followed starting with the next regularly scheduled meeting.

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VI. COMMITTEES

A. Membership

With the exception of the Executive Committee, Standing Committees shall consist of no fewer than three (3) full voting members. The full members of the committees shall choose a chairperson. Standing Committees shall be charged by the chairperson.

B. Standing Committees

Basic Charge to Standing Committees
1. Each committee is empowered to investigate issues in its area of responsibility for report to the Staff Council.
2. The initial meeting of each committee shall be convened within three weeks of appointment.
3. Each committee shall present a written report of its activities to the Executive Committee at the June meeting for inclusion in the History of the Staff Council The report shall include a list of all items placed on the committee agenda and note the disposition of each.
4. Reports providing information and results of investigations shall be submitted to the Executive Committee for inclusion on the agenda. Each committee shall report on its activities at each Staff Council meeting.
5. Elections for committees will be held at the first meeting of the fiscal year.  If not serving on a University Senate committee or Executive Committee, all delegates are encouraged to serve on at least one Staff Council committee.
6. Committees will elect their own chair from the body of Staff Council delegates.

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a. Executive Committee

The Executive Committee shall consist of the Chairperson, Vice Chair, Secretary, Treasurer and Past Chair. The Chairperson of Staff Council shall serve as Chairperson of the Executive Committee. The Past Chair to the University System of Georgia Staff Council (USGSC) shall serve on the Executive Committee in an ex-officio capacity and shall serve in an advisory capacity to the Chairperson.

b. Bylaws & Elections Committee – at least 3 Members

The Bylaws & Elections Committee will consist of at least three members of the Staff Council.  The duties of the Bylaws & Elections Committee include reviewing any proposed amendments to the Bylaws, upholding all parts of the Bylaws, administering all nominations and elections of staff council members, officers, and Senate positions. 

c. Staff Development Committee – at least 3 Members

The Staff Development Committee will consist of at least three members of the Staff Council. The duties of the Staff Development Committee include addressing staff development issues such as career and professional development, basic skills development, and technical training geared toward professional growth. It administers the Staff development program and its funds and oversees Staff Council's participation in University Staff recognition programs.

d. Communications Committee – at least 3 Members

The Communications Committee will consist of at least three members of the Staff Council.  The duties of the Communications Committee include addressing the need and initiating and implementing means for increased communications to and for all staff campus-wide.

e. Special Projects Committee – at least 3 Members
The Special Projects Committee will consist of at least three members of the Staff Council.  The duties of the Special Projects Committee include the handling of all projects such as employee recognition, support/morale, (etc) as well as various other activities to enhance the GC staff community. 

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VII. Meetings

A. Meeting Schedule

The Staff Council shall meet, at least bi-monthly, commencing in July of the Fiscal Year and at a time agreed upon by the Council. All Staff Council meetings shall be announced in a media widely available to the University. Attendance at all Staff Council delegate meetings and activities by duly elected delegates is considered work time, provided arrangements have been made with the appropriate supervisor for attendance. It is expected that elected delegates shall attend, at a minimum, fifty percent of Staff Council meetings and other activities and shall be given permission to adequately represent their constituencies in this manner.

B. Agenda for Regular Meetings

1. Items to be reported or discussed should be sent to the Executive Committee at least 3 business days prior to the meeting.
2. A member of the Executive Committee is encouraged to assist the Chairperson with preparation of the agenda for each meeting.  The order of business shall be:

a. Call to order
b. Approval of the minutes
c. Committee reports (Standing & Ad Hoc)
d. Reports from the chairperson
e. Old business
f. New business
g. Adjournment

C. Special Meeting

Any elected staff representative on the Staff Council shall have the right to call meetings of this group of staff members for deliberative and informational purposes regarding issues being considered by the Council.

D. Quorum

A 2/3 majority of the membership shall constitute a quorum.

E.Items of New Business

No item of new business shall be voted on until the next regularly scheduled meeting following the meeting at which the item was first discussed by Staff Council. This rule may be waived by a 2/3 majority vote of those in attendance.

F. Roll Call Votes

A roll call vote may be called for by 2/3 majority vote of the membership.

G. Executive Session

When matters of a confidential nature shall be discussed, a member of the Executive Committee may call an Executive Session (subject to the requirements of Georgia law concerning open records and open meetings).

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VIII. CHANGES TO THE BYLAWS

Amendments to the Bylaws may be proposed by any delegate to the Staff Council at a regular meeting.  The Bylaws & Elections Committee will review any proposed amendments and make recommendations back to the Staff Council body for their consideration and possible action. Amendments to the Bylaws shall be approved by a two-thirds (2/3) vote of the full membership of the Staff Council. If there are not enough members in attendance at the meeting to meet this requirement, the vote shall be held over until the next regularly scheduled meeting.
Revised May 2010.

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