Bylaws
I. MISSION STATEMENT The mission of the Staff Assembly is to promote communication and understanding, provide a forum for the expression and exchange of ideas, and address concerns of the Staff with the goal of fostering a superior University. II. JURISDICTION, DUTIES, AND POWERS The Staff Assembly shall study, consider, and exchange ideas concerning issues affecting Staff. The Staff Assembly shall seek, devise, and propose to the Administration, as appropriate, new programs, modifications of current programs, or solutions to problems. The Staff Assembly shall review proposed policies and/or programs referred by the Administration. The Staff Assembly shall provide a communication channel between Staff and the University Administration. III. REPRESENTATION AND COMPOSITION A. Representation The Staff Assembly represents all non-faculty staff employed in a regular-budgeted/grant-funded position of at least 3/4 time. B. Composition One Representative shall be elected for every 20 staff members in each Chancellor’s/Vice Chancellor’s division. The Executive Committee has the authority to appoint, at their discretion, up to three members-at-large to the Assembly for a 2-year term of office. The Director of Human Resources shall serve as a resource for the Staff Assembly. C. Terms of Office Terms of office shall begin June 1. The term of office of all Representatives shall be two years, with half of the members elected in each year. In the initial election, one-half of the Representatives shall be elected to a one-year term. IV. STRUCTURE OF THE STAFF ASSEMBLY A. Officers 1) The Executive Committee shall be comprised of the Officers of the Assembly, the Chair, Chair-elect, Immediate Past Chair, Historian, Parliamentarian, Secretary, and Assistant Secretary. 2) The Chair-elect, Secretary, and Assistant Secretary shall be elected by the Assembly at the last meeting of the year, and the term of office shall be one year. The incumbent Chair-elect shall become Chair. a) Eligibility for Office Any Representative who has served on the Staff Assembly is eligible for nomination to any office, providing there is at least one year remaining in the Representative’s term. If the Assembly term of the Chair-elect shall expire before the conclusion of the Chair-elect’s term of office as Chair, he or she shall assume the office of Chair as an ex-officio member of the Assembly. b) Vacancies In the event of a vacancy in the office of Chair, the Chair-elect becomes Chair, and the Assembly elects a new Chair-elect. In the event of a vacancy in the offices of Chair-elect, Secretary, or Assistant Secretary, a new Chair-elect, Secretary, or Assistant Secretary, shall be elected by the Assembly. Election of officers to fill these vacancies shall be administered by the Staff Election Committee through mail ballot within 30 days of the occurrence of the vacancy. 3) Appointed Positions a) Parliamentarian By the first meeting of each year in September, the Chair shall appoint a Parliamentarian for the following year from among the elected members. b) Historian By the first meeting of each year in September, the Chair shall appoint a Historian for the following year from among the elected members. B. Standing Committees 1) The Standing Committees of the Staff Assembly shall be as follows: College Resource Committee Committee on Committees Community Service Committee Election Committee Policy Review Committee Professional Development Committee Web Page Committee 2) Staff Assembly Committees shall meet on the second Tuesday of each month during the academic year at 3:30 p.m. unless otherwise scheduled. 3) Committees shall meet as needed with the Chair of the Staff Assembly. C. Meetings of the Staff Assembly 1) The Staff Assembly shall meet on the first Tuesday of each month from September to May, with the exception of January at 3:30 p.m. Special meetings may be called by the Executive Committee. 2) The Chancellor or his or her designee shall provide reports with the regular meetings of the Staff Assembly. The Chancellor shall meet with the staff membership at least once per year. 3) The Staff Assembly shall conduct its meetings according to the current edition of Robert’s Rules of Order. 4) No business shall be transacted at a meeting unless a quorum is present and continues to be present at the meeting. A quorum shall consist of a simple majority of the membership. 5) The Staff Assembly shall be granted released time to attend Staff Assembly Meetings. Work schedules shall be adjusted as necessary. V. RESPONSIBILITIES OF REPRESENTATIVES AND OFFICERS A. Representatives’ Responsibilities 1) Communicate with their constituencies both formally and informally. 2) Serve on Assembly committees and attend committee meetings. 3) Attendance Policy If a Representative misses two meetings during the year, the Assembly secretary shall notify the incumbent and inquire as to the Representative’s intentions. Should the Representative wish to vacate the seat, the person receiving the second highest number of votes will assume the seat. If a third absence occurs, it will be assumed that the incumbent has vacated the seat. Within three (3) weeks of the third absence, a written appeal for reinstatement outlining the extenuating circumstances can be made to the Executive Committee of the Staff Assembly. Prior to the next Staff Assembly meeting, the Executive Committee will inform the Representative of its decision regarding reinstatement or replacement by the first alternate. B. Officers’ Responsibilities 1) Serve as members of the Staff Assembly Executive Committee. 2) Fulfill responsibilities as listed in the Assembly Bylaws. 3) The Chancellor and Staff Assembly Executive Committee shall meet as needed. 4) Attend meetings. a) The Executive Committee meets on the third Tuesday of each month during the academic year at 3:30 p.m. b) Each Executive Committee member will be a liaison to one or more of the Assembly Committees. c) Executive Committee members may meet as deemed necessary and shall act on behalf of the Assembly on matters that, in their judgment, cannot be deferred. C. Chair’s Responsibilities 1) Schedule meetings of the Executive Committee during the summer to plan upcoming year’s agenda items and committee charges. 2) Plan agenda for all regularly scheduled Assembly meetings in consultation with the Executive Committee and committee chairs. 3) Meet with the Chair of the Faculty Senate at least once a semester and other University committees as deemed necessary. 4) Invite Skiff reporter to cover all the regularly scheduled Assembly meetings during the year. 5) Schedule and plan an orientation meeting for the Assembly committee chairs. 6) Oversee an annual review of the bylaws by the Executive Committee. 7) Prepare an annual report for the final Assembly meeting of the year outlining those charges that have been successfully completed and those that are pending. 8) Distribute the Annual Report to the Chancellor and all of the membership. 9) Discuss with the Chancellor the budget line for the year in order to provide the following: a) Work-study student to assist the Assembly Chair, Executive Committee, and Committee Chairs. b) Funds for printing, photocopying, mailing and supplies. c) Funds for committee expenses and other requests from Executive Committee. 10) Oversee expenditure of funds from budget approved by Executive Committee. 11) Represent the Staff Assembly at the opening day Faculty/Staff luncheon and other University events as deemed necessary. D. Chair-elect’s Responsibilities 1) Assist the Chair in planning the agenda for Staff Assembly meetings. 2) Meet at least once with each of the standing committees of the Staff Assembly throughout the year. 3) Serve as Chair of the Staff Assembly in the absence of the Chair. E. Secretary’s Responsibilities 1) Take minutes at all formal Assembly meetings. 2) a) At least one week before the next meeting date, distribute the minutes of the previous meeting to all Representatives. b) Give the minutes to the Web Page Committee for posting. 3) Take attendance and record it in the minutes. 4) Distribute the agenda for any Assembly meeting or special meeting. 5) Research the Library Archives, as needed and requested by Assembly Committee Chairs, for information relating to current issues which may appear in previous Assembly minutes. F. Assistant Secretary’s Responsibilities 1) The principal duty of the Assistant Secretary is to conduct the annual Staff Assembly elections in consultation with the Staff Election Committee. a) Obtain an official staff list from Human Resources. b) Determine the number of Representatives allocated from each unit of the University. c) Canvas eligible staff members as to their willingness to serve on the Staff Assembly. d) Conduct a preliminary and final ballot. e) Fill vacancies which may occur between elections. 2) Conduct any other elections required by the Staff Assembly. G. Parliamentarian Responsibilities 1) The Parliamentarian shall serve as the arbitrator for all procedural questions that come before the Staff Assembly. H. Historian Responsibilities 1) The Historian documents the business of the Staff Assembly. VI. STANDING COMMITTEE CHARGES The College Resource Committee shall be responsible for coordinating efforts to educate TCU employees and their dependents concerning their benefits and the processes entailed in becoming a college student. The Committee on Committees represents the interests of the Staff in the structure, functions, and membership of the University Committees, and through the Executive Committee, nominates members for all University Committees. The committee also nominates candidates for Assembly Offices. The Community Service Committee shall be responsible for identifying, coordinating, and promoting community outreach projects. The Election Committee shall assist with the initiating, publicizing, conducting and tabulating of nominations and election results for offices. The chair of the Election Committee shall be the Assistant Secretary. The Policy Review Committee shall review and make recommendations to the Assembly concerning University policies, procedures, directives, etc. The Professional Development Committee shall be responsible for at least one workshop a semester. The Web Page Committee shall be responsible for creating and maintaining the Staff Assembly Web Page. The Staff Assembly may establish such standing and ad hoc committees as it deems appropriate. The Executive Committee shall appoint the members and the Chair shall designate the chair of any such committee. Such members and chairs shall serve during the Staff Assembly Chair’s term of office unless the committee is earlier dissolved or the Chair acts to remove a member or a committee Chair. VII. AMENDMENTS AND RATIFICATION Amendments to the Bylaws may be proposed by the Staff Assembly or by any member of the Staff. Amendments shall become effective when approved by a two-thirds majority vote of the Staff voting thereon by ballot and upon ratification by the Administration. At least one month before such vote the members of the Staff Assembly shall be notified in writing of the proposed amendments. The provisions of the Bylaws shall become effective upon its adoption by a majority of the Staff voting thereon by mail ballot and upon approval by the Administration. |
TCU Staff Assembly
