Staff Council By-Laws

NAME

The name of this organization shall be the Delta State University Administrative Staff Council, herein after referred to as Staff Council.

ARTICLE II

PURPOSE

SECTION I. The Administrative Staff Council shall serve as a liaison between the administration and the staff of Delta State University to provide a formal process for staff to discuss issues involving University policies and procedures and to present ideas, recommendations, and opinions to the President.

SECTION II. Staff Council shall institute programs to provide individual and staff development, to promote increased communication among departments and employees, to enhance job satisfaction and motivation, and to recognize outstanding achievement and work performance by members of Delta State University.

SECTION III. Staff Council shall be dedicated to excellence in service and the continued growth and development of Delta State University.

ARTICLE III (to top)

MEMBERSHIP

SECTION I. General: The membership of Staff Council shall include designated members and at-large members.

Designated members shall include:

• Assistant Director, Department of Athletics
• Associate Dean of Enrollment Management
• Bursar
• Chief Financial Officer,  Alumni and Foundation
• Coordinator of Institutional Research
• Dean of Graduate and Continuing Studies
• Director of Bologna Performing Arts Center
• Director of Career Services and Placement
• Director of Center for Community Development
• Director of Counseling
• Director of Flight Operations/University Pilot
• Director of Graduate Studies
• Director of Health Services
• Director of Housing and Residence Life
• Director of Human Resources
• Director of Library Services
• Director of Multicultural Affairs
• Director of Physical Plant
• Director of Police Department (Chief)
• Director of Post Office
• Director of Purchasing
• Director of Student Financial Assistance
• Director of Union
• Director of University Accounting
• Director of University Relations
• Manager of Campus Laundry
• Performance Auditor
• Registrar
• University Archivist

At-Large Members shall be elected from each of the following areas by Staff Council in September; shall serve a term of office of one year, and may be re-elected:

Two (2) At-Large Member - Professional Non-faculty
Two (2) At-Large Member - Secretarial/Clerical
One (1) At-Large Member - Skilled Craft
One (1) At-Large Member - Technical/Paraprofessional
Three (3) At-Large Member - Service/Maintenance

The At-Large Members shall be selected with the intention of providing equitable representation for all areas of the University. Should an At-Large Member be elected to the Executive Committee, that member will automatically serve as the representative of his/her area.

Should an At-Large Member elect not to serve on Staff Council or if an At-Large Member should leave employment at Delta State University, Staff Council shall elect a replacement to represent the affected area.

Should a Designated Member not be able to attend Staff Council meeting(s), the member will send a representative from the respective area to attend and vote on the members behalf .

Designated non-voting members shall consist of the following representative: faculty senate and all University outsourced area. Non-voting members shall not be counted in the determination of a quorum.

Members may be removed upon cause and upon a two-third-majority vote of the overall membership present and voting, provided a quorum is present.

SECTION II. Responsibility of membership: By accepting membership on Staff Council, each member will adhere to the Constitution and By-Laws of Staff Council.

ARTICLE IV (to top)

OFFICERS

SECTION I. General: There shall be five officers of Staff Council: Chair, Chair-Elect, Past Chair, Executive Secretary, and Ombudsman. The Chair-Elect and Executive Secretary shall be nominated in June and elected in July upon a majority vote of a quorum of the overall membership. Designated members or at-large members are eligible for nominations. Terms of office will begin in September.

The Ombudsman shall be appointed by the Chair.

SECTION II. Duties of the Chair: The Chair of Staff Council shall be the executive head of the organization and shall be endowed with such discretionary powers as are required to direct the affairs of Staff Council in an orderly and business-like manner, included but not limited to the following:
A. Preside at all Staff Council meetings;
B. Appoint all special committees and their Chairs;
C. Issue call for all special meetings of the Staff Council, stating the business to be considered;
D. Serve as the official spokesperson for Staff Council and as the official representative of Staff Council in all of its business;
E. Rule on all questions involving interpretation of the Constitution and By-laws and the general procedures of operation on Staff Council;
F. Serve as non-voting ex-officio member of standing committees and ad hoc committees.

SECTION III. Duties of the Chair-Elect:
A. The Chair-Elect of Staff Council shall act in an advisory capacity to the Chair
B. In the absence of the Chair, shall perform the duties of the Chair.
C. Following the term as Chair-Elect, the Chair-Elect shall serve as Chair.
D. The Chair-Elect shall be responsible for public relations, university relations, and liaison to the University Faculty Senate.

SECTION IV. Duties of the Past Chair:
A. The Past Chair of the Council shall act in an advisory capacity to the Chair.
B. The Past Chair shall perform other duties as appointed by the Chair and/or Executive Committee.
C. Shall be responsible for ensuring the maintenance of the Staff Council website.

SECTION V. Duties of the Executive Secretary:
A. The Executive Secretary shall oversee the official record keeping of Staff Council, including membership records and official minutes of Staff Council meetings.
B. Notify the membership of meetings, and perform the functions assigned the position by the Chair.

C. Serve as historian and file a copy of the minutes with the University Archivist.

SECTION VI. Duties of the Ombudsman:

A. The Ombudsman shall be an advocate for fairness and serve as an avenue of communication between an employee and Staff Council.

B. The Ombudsman shall refer to Staff Council for discussion or resolution either written or oral concerns while maintaining the employees right to confidentiality.

C. The Ombudsman shall respond to the employee on the Staff Council's recommendation.

SECTION VII. Term of Office: The term of office for each officer shall be for one year, except the Chair-Elect who shall serve one year as Chair-Elect followed by one year as Chair.

ARTICLE V (to top)

MEETINGS

SECTION I. Regular Meetings: Staff Council shall meet monthly at a time and place to be designated by the Chair and approved by the executive committee.

SECTION II. Called Meetings: Called meetings shall be held at the request of the Chair or upon the petition of one-half of the membership.

SECTION III. Open Meetings: All meetings shall be open, but the Chair or the membership, upon a majority vote, may choose to enter into executive session, close the meeting, or to specifically exclude individual parties or groups.

ARTICLE VI (to top)

VOTING

SECTION I. Voting Representatives: Each Designated Member and each At-Large Member shall be entitled to one (1) vote on each question. Members must be physically present at the time the question is called in order to vote.

SECTION II. Quorum: A simple majority of the voting members shall constitute a quorum. A quorum must be present at Regular and Called meetings in order for official business to be conducted.

ARTICLE VII (to top)

ATTENDANCE

Any member who is unable to attend a Regular or Called meeting should send a representative from the respective area.

ARTICLE VIII (to top)

COMMITTEES

SECTION I. Standing Committees: The Standing Committees of Staff Council shall be: Executive; Project; Incentives and Recognition; Staff Development; Salaries and Benefits.

SECTION II. Ad Hoc Committees: The Chair of Staff Council shall appoint and dissolve such Ad Hoc committees as deemed appropriate or necessary.

SECTION III. Committee Membership: Each Standing Committee shall be composed of a minimum of six members to be appointed for a term of one year by the Chair, with advice from the membership. The Executive Committee shall be composed of the officers of Staff Council. Each member of Staff Council, including the officers, shall serve on a minimum of one Standing Committee and a maximum of two. The executive committee shall select committee chairs from the Staff Council membership.

The Chair of the Council shall appoint all members, plus the Chair, of each committee.

ARTICLE IX (to top)

EXECUTION OF DOCUMENTS
DEPOSIT OF FUNDS

SECTION I. Execution of Documents: All official documents of Staff Council shall be signed by the Chair and the Executive Secretary

SECTION II. Deposit of Funds: The officers of Staff Council shall select depositories for any funds of Staff Council, and the Chair and the Executive Secretary shall have the power to sign checks for disbursement of such funds in accordance with the instructions of the membership.

ARTICLE X (to top)

DUES

Staff Council, upon action of the Chair, may solicit voluntary payment of dues or funds from individual members or donations for special needs and projects. However, membership shall not be conditioned upon payment of dues.

ARTICLE XI (to top)

AMENDMENTS

Adoption of amendments requires a two-thirds vote of a quorum of the membership. Amendments must be submitted to the general membership at least seven (7) days prior to the vote.

ARTICLE XII

NON-DISCRIMINATION
POLICY

The Administrative Staff Council is committed to a policy of equal employment and educational opportunity for all persons without regard to race, color, religion, national origin, sex, physical or mental handicap, status as to disabled veteran or Vietnam era veteran, or age as specified by applicable laws and regulations.

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