Staff Council

Constitution

Constitution Index

  1. Name
  2. Purpose of Staff Council
  3. Membership
  4. Election of Membership
  5. Attendance, Removal and Replacement of Members
  6. Officers
  7. Committees
  8. Meetings
  9. Council Year
  10. Parliamentary Authority
  11. Amendments to the Constitution

----------------------------------------------------------------------------

Article 1: Name

The name of the organization shall be the Ball State University Staff Council, hereafter referred to as the Council.

Article 2: Purpose of Staff Council

2.1: The Role of the Council

The role of the Council shall be to render advice, make recommendations, and provide assistance to University Officers in the formation or change of University policies affecting regular, full time Staff Personnel and Service Personnel Affiliated with Staff Personnel (hereafter referred to as Staff Personnel). Staff Personnel are those employees holding regular full time positions (as defined in the handbooks) who have successfully completed a probationary period.

2.2: The Council, on behalf of Staff Personnel, shall

2.2.1: provide, through the Council's Executive Committee, interaction of Staff Personnel with the University Officers, or their appointed representative(s),

2.2.2: work with the University Officers, or their appointed representative(s), to promote the recognition, status, and image of employees represented by the Council,

2.2.3: work with the University Officers, or their appointed representative(s), to improve the quality of the work environment at the university,

2.2.4: formulate recommendations regarding compensation and employee welfare issues,

2.2.5: participate in the University governance process through the transmittal of staff concerns to appropriate University committees or officers.

2.2.6: call periodic meetings of all constituents when deemed necessary by the Council.

Article 3: Membership (4)

3.1: Qualifications and Representation

3.1.1: Staff Personnel, not represented by a recognized bargaining agent, who have successfully completed a probationary period shall be eligible for election to the Council.

3.1.2: The Council shall be comprised of one elected member for each 35 employees, or a major fraction thereof (18 employees).

18 to 35 employees 1 representative

36 to 70 employees 2 representatives

71 to 105 employees 3 representatives

106 to 140 employees 4 representatives

The number of representative positions and employee voting groups will be permanent for the council year with the review of positions and groups to be performed on an annual basis prior to the campus-wide election. (1)

3.1.3: All elected members are required to participate in all phases of Council business.

3.1.4: The President of the University shall appoint a representative to the Council. This representative shall serve in an ex officio, non-voting capacity.

3.2: Term of Council Membership

3.2.1: Membership on the Council shall be for a two year period, according to a staggered process. Staff Personnel shall serve no more than two consecutive terms as a member of the Council. Eligibility for membership is permissable after a one year period of non-membership.

3.2.3: The membership term shall begin on the first day of July following election to the Council. Regular meetings of the Council will are held from September through June.

Article 4: Election of Membership (4)

4.1: Voting Eligibility

4.1.1: Staff Personnel as defined in Section 2.1 shall have the right to vote in Council elections.

4.2: Supervision of Election

4.2.1: Council elections shall be supervised by an Election Committee appointed by the President of the Council from among the Council membership.

4.2.2: The Election Committee shall identify employee voting groups based, in as much as possible, upon the campus geographic location of eligible Staff Personnel and shall be in accordance with the provisions outlined in Article 3.1.2.

4.2.3: Official ballots for each employee group shall be prepared by the Election Committee. The ballots would include the names of every person eligible to serve in that employee group.

4.3: Election Guidelines and Procedures

4.3.1: The Election Committee shall prepare and distribute a ballot for each eligible Staff Personnel in the employee group having an election. The ballots shall be returned to the Election Committee. Elections will be completed and results reported at the regular May meeting of the Council and recorded in the May Council minutes.

4.3.2: The individual receiving the highest number of votes will be asked to serve as their building (2) representative to Council.

4.3.3: In employee groups having more than one representative, the individuals with the highest number of votes will serve as members of the Council. 

4.3.4: The Election Committee shall certify to the Council President in writing that the election was conducted in accordance with prescribed procedure.

4.3.5: The Election Committee will ask an approved University official for verification of election by sending all ballots to that official.

Article 5: Attendance, Removal and Replacement of Members (4)

5.1: It is the responsibility of each Council member to attend Council meetings and participate in committee work. Any member of the Staff Council who is unable to attend one or more of its sessions must designate an alternate from the full-time regular staff in the same constituency for such meetings.  The alternate must register with the Secretary of the Staff Council to be eligible to participate and vote.  The designated substitute will have the same voting privileges as the elected member at the meeting.

5.2: A member may be removed by the Council for failure to attend the business of the Council as required by this Constitution.

5.3: A member may be removed by the represented employee group through recall.

5.4: Participation in Council Committee Work

5.4.1: Each Council member is expected to serve on a Council committee to which appointed.

5.4.2: Any member who refuses to accept appointment to a Council committee shall be subject to removal from Council.

5.5: Removal from Council and Subsequent Replacement

5.5.1: Council members who establish a pattern of absences from official meetings may be replaced upon the recommendation of the President or the written request of at least one third of the membership of the Council. Upon review and unanimous vote by the Executive Committee, and being satisfied that appropriate notification to those involved has been made, the Executive Committee shall declare the position vacant

5.5.2: Lack of a unanimous vote for removal by the Executive Committee shall result in referral to the entire Council. A motion of a two thirds affirmative vote of the Council members present shall be required for removal of the member under consideration.

5.6: Relocation Within the Work Force

5.6.1: A Council member who relocates within the University work force outside the employee group represented by the Council member shall, by virtue of such relocation, automatically cease to be a member of the Council.

5.6.2: After the employee voting groups based on campus geographic or departmental location are reviewed and defined in April prior to the year end election, the number of Council representatives and employee voting groups will be established in accordance with the provisions outline in Article 3.1.2. The number of representative positions and the employee voting groups will be permanent for the Council year. A Council member whose department or division moves to another location within the University on a permanent basis will remain a member of the Council representing his or her employee voting group for the remainder of the Council year. Upon review of employee voting groups based on campus geographic location in April, the Council member shall cease to be a member of the Council after the completion of the Council year if the provisions of Article 3.1.2 are not met. (1)

5.7: Leave of Absence

5.7.1: A Council member may request a Leave of Absence from Council membership for a partial period of the member's term.

5.7.2: A Council member seeking a Leave of Absence should direct the request for leave, outlining the reasons for the request, to the President of the Council.

5.7.3: The President of the Council will present the request for Leave of Absence to the Executive Committee at its first meeting following the receipt of the request.

5.7.4: An affirmative vote of the majority of the members of the Executive Committee shall be required for the granting of the request for Leave of Absence.

5.7.5: The staff member with the next highest number of votes during that year's elections will be contacted to fulfill the leave of absence.  If no interest is expressed, the chair of the Elections Committee will contact the other full-time regular staff members nominated from that constituency.  If there is no interest from the nominations, the position will be open to any other full-time regular staff member in that constituency, via electronic correspondence.  The new member will assume the vacant position for the full period of the Leave of Absence with voting privileges and same committee membership(s).

5.8: Petition for Recall

5.8.1: A member of the Council may be removed by the employee group the member is elected to represent through a Petition for Recall.

5.8.2: An employee group wishing to remove its elected representative shall submit a petition to the President of the Council.

5.8.3: The petition shall outline the specific basis upon which the employee group seeks to remove its elected representative.

5.8.4: Such petition must contain signatures of no fewer than two thirds of the members of the employee group seeking Recall.

5.8.5: Upon receipt of the Petition for Recall, the President of the Council shall verify the validity of the petition signatures and if the petition meets the requirements outlined above shall inform the affected member of the petition and of removal from the Council.

5.8.6: The affected member shall cease to be a member of the Council on the date the President of the Council determines that the petition signatures are valid and the petition meets the requirements outlined above.

Article 6: Officers

6.1: The officers of the Council shall be President, Vice President, and Secretary. Officers of the Council must be members of the Council.

6.2: Officers for the succeeding year shall be elected by secret ballot at a special election meeting of Council on the third Thursday of July. The retiring Chair of the Election Committee shall convene the meeting and conduct the election.

6.3: The officers shall serve for a term of one year, beginning immediately upon election.

6.4: Duties of the President

6.4.1: It shall be the duty of the President to preside at all Council meetings.

6.4.2: It shall be the duty of the President to enforce all regulations and policies of the Council.

6.4.3: It shall be the duty of the President, together with the ex officio representative, to forward documents, decisions, and policy recommendations from the Council to the appropriate University officer.

6.4.4: The President, in consultation with other officers, shall appoint all members and Chairs of the Council committees and representatives to University committees as required.

6.4.5: The President shall chair the Executive Committee.

6.4.6: The President shall call special meetings of the Council when deemed necessary.

6.4.7: The President shall process grievance procedures for Staff Personnel and Service Personnel (non-bargaining unit) Affiliated with Staff Personnel as outlined in the handbooks.

6.4.8: All rulings by or actions of the President of the Council are subject to discussion by the Council and may be changed by a majority vote of the total membership of the Council.

6.5: Duties of the Vice President

6.5.1: The Vice President shall assume the duties of the President in the absence of the President.

6.5.2: The Vice President shall coordinate the work of all Council committees.

6.5.3: The Vice President shall chair the Agenda Committee.

6.5.4: The Vice President shall update constituent lists on a regular basis and provide revisions to appropriate Council representative and Chair of the Elections Committee.

6.5.5: The Vice President shall Chair the Jane Morton Award Committee

6.6: Duties of the Secretary

6.6.1: The Secretary shall record all resolutions and proceedings of the meetings.

6.6.2: The Secretary shall perform the correspondence duties of the Council.

6.6.3: The Secretary shall issue all notices of Council meetings.

6.6.4: The Secretary shall distribute, or cause to be distributed, one copy of Council meeting minutes to all Staff Personnel, university office, department or area, Office of the President, and, upon written request to other interested employees or offices.

6.6.5: The Secretary shall forward to Archives in Special Collections of Bracken Library, minutes, and changes in the Constitution Bylaws, and any other documents requested by the Executive Committee. This shall be done at the end of each Council year.

6.7: Officer Vacancies

6.7.1: In case of an officer vacancy, members of the Council shall elect a replacement from the membership at the first regularly scheduled meeting following the vacancy. The person elected shall serve the remainder of the term.

Article 7: Committees

7.1: Executive Committee

7.1.1: The Executive Committee shall be comprised of the President, Vice President, Secretary, the Chairs of the Salary and Employee Benefits Committee, the Employee Relations Committee, the Public Relations Committee, the Election Committee, the Hospitality Committee, and the Research Committee.

7.1.2: The Executive Committee shall meet upon the call of the President.

7.1.3: The Executive Committee shall act on behalf of the Council between regular Council meetings as necessary. The Executive Committee may not take any action which is contrary to prior actions of Council.

7.1.4: Any action taken by the Executive Committee shall be reported to the whole Council at its next regular meeting.

7.2: Agenda Committee

7.2.1: The Agenda Committee shall be comprised of the President, Vice President, Secretary, the Chairs of all the Council Committees.

7.2.2: The Agenda Committee shall meet upon the call of the Vice President before each regular Council meeting.

7.2.3: The Agenda Committee shall prepare the agenda for each regular council meeting.

7.3: Standing Committees

In addition to the Executive Committee and the Agenda Committee, there shall be six standing committees selected from Council membership and appointed by the Council President prior to the September meeting of each year. The President of the Council will appoint the chairperson of each Standing Committee.

7.3.1: Salary and Employee Benefits Committee

7.3.1.1: It shall serve as an advisory body to the Council in reference to salary and employee benefits affecting employees represented by the Council.

7.3.1.2: It shall review recommendations regarding adjustments to the salary and fringe benefit program for Staff Personnel as may be forwarded to the Council by University Officers or their appointed representative(s) and report its findings to the Council.

7.3.2: Employee Relations Committee

7.3.2.1: It shall serve as an advisory body to the Council in reference to improvements in working relationships, working conditions, and the working environments for staff employees.

7.3.2.2: It shall bring to the attention of the Council informal concerns of the staff employees that may not qualify for a more formal review as provided for in the Grievance Procedure.

7.3.2.3: It shall hear appeals as outlined in the Grievance Procedures in the handbooks.

7.3.3: Public Relations Committee

7.3.3.1: It shall facilitate and stimulate communication between staff personnel and Council members by informing staff of activities, concerns and meeting notices.

7.3.3.2: It shall aid in the employee orientation process by welcoming and introducing new full time staff employees to the support services of Council and area representatives.

7.3.3.3: It shall invite guest speakers to Council meetings to exchange information and common concerns.

7.3.3.4: It shall promote a positive recognition of staff personnel.

7.3.4: Election Committee

7.3.4.1: It shall assume responsibility for carrying out membership elections and/or replacement as specified in Article 4.

7.3.4.2: It shall convene the Council and conduct the election of officers at the first meeting of the Council year to be held the third Thursday in July.

7.3.5: Research Committee

It shall serve as an investigative body to find answers to questions brought before the Council which are not applicable to a particular committee.

7.3.6: Hospitality Committee

It shall coordinate the Recognition and Retirement Dinner, in conjunction with the Department of Human Resources, and be responsible for social events.

7.3.7: Year-End Report

All out going Committee Chairpersons shall write a synopsis of the preceding years business including questions, concerns, and resolutions to be passed along to the incoming Chairperson of their Committee. Along with the synopsis should be any pertinent information that may be useful in the future Committee business. This information packet shall be given to the outgoing President to pass these packets to the new President for distribution to incoming Committee Chairpersons.

7.4: Special Committees

Special committees may be appointed by the President as specific needs arise. The President may appoint persons outside Council membership to serve on any special committee.

Article 8: Meetings

8.1: Regular Council Meetings

The regular meetings of the Council will be held during the afternoon on the third Thursday of each month from September through June. A quorum for transaction of business shall be fifty one percent of the Council membership.

8.2: Meetings of the Agenda Committee

A meeting of the Agenda Committee shall be held at least one week prior to each regularly scheduled council meeting to prepare the meeting agenda.

8.3: Meetings of the Executive Committee

The Executive Committee shall meet at the pleasure of the President.

8.4: Special Council Meetings

The President shall call special meetings of the Council when deemed necessary. A quorum for transaction of business shall be fifty one percent of the Council membership.

Article 9: Council Year

9.1: The Council Year

The Council year shall be from July through June with regular meetings scheduled from September through June.

Article 10: Parliamentary Authority

10.1: Parliamentary Authority

The rules contained in the latest edition of "The Practical Guide to Parliamentary Procedure" by Edward Strother and David W. Shepard shall govern this organization in all cases to which they are applicable and in which they are consistent with the Constitution.

10.2: Specific Rules and Procedures

Specific rules and procedures governing the conduct of the Council and its committees shall be contained in the Ball State University Staff Council Constitution.

Article 11: Amendment to the Constitution

11.1: Any member of the Council may propose an amendment to the constitution by presenting it in writing at any regular meeting of the Council. The amendment shall be referred to the Executive Committee for review and be presented to the Council for action at the next regular meeting. The amendment shall be voted upon at two successive meetings and must be approved by two thirds of the membership of the Council at each meeting. After approval by the Council, all amendments shall be presented to the Ball State University Board of Trustees for ratification after review by the appropriate University officers.

(This Constitution unanimously approved by Council on March 14 and 21, 1991.)Edited by Wynola Richards on 4/17/91

(1)Amendment approved by the Board of Trustees July_ 2002.

(2)Amendment approved by the Board of Trustees February_2007.

(3)Amendment

(4)Amendment, approved by President, (no Trustees approval necessary), March 20, 2014.