Staff Council By-Laws

II. OFFICERS AND DUTIES

A. UMR officers consist of a Chairperson, Vice-Chairperson, Past Chairperson, Secretary and Treasurer.

B. Terms of Office

1. The Chairperson, Vice-Chairperson, Secretary and the Treasurer shall be elected by the current
sixteen (16) Council members for a term of one (1) year. Election to an office will be by secret ballot if two
or more candidates are nominated for the office.

2. The office of Vice-Chairperson shall be filled by a Council member in the first year of their current term.
The Vice-Chairperson shall assume the office of Chairperson in their second year.

C. Chairperson Duties

1. Presides at all Staff Council meetings.
2. Prepares an agenda for each regular and any special Staff Council meetings.
3. Appoints necessary Standing Committee Chairperson(s).
4. Serves as spokesperson for the Council.
5. Attends Monthly Chancellor Council Meetings.
6. Notifies the Council of a Council vacancy.
7. The office of Chairperson shall be filled by the Vice-Chairperson upon the expiration of the Chairperson's
term of office, which is one (1) year. The Chairperson shall assume the office of Past Chairperson, when
his/her term as Chairperson is complete.

D. Vice-Chairperson Duties

1. Assumes the responsibilities of the Chairperson during that officer's absence. Will automatically assume
the Chairperson's position in the event of an extended leave for the duration of the term.
(See VI.-Vacancies)
2. Assists the Chairperson as required.

E. Past Chairperson Duties

1. The current Past Chairperson will remain accessible to the new Chairperson as a resource for (1) one year at
the discretion of the new Chairperson. This would be a non-voting position (if Past Chair is going off the
Council).
2. Assists the Chairperson as required.

F. Secretary Duties

1. Prepares the minutes of the Staff Council meetings.
2. Distributes the minutes of the meetings to Staff Council members along with any other communications as
appropriate.
3. Oversees the collection, maintenance and availability of reports for the Council.
4. Maintains two (2) full years of the official, permanent files for the Council. Oversees the transfer of the third
year's files to University Archives.
5. Distributes copies of the University of Missouri-Rolla Staff Council Governing Guidelines to all Council
members during the first meeting in September.

G. Treasurer Duties

1. Maintains records of all financial expenses and revenues with regard to the Staff Council expense account.
2. Reconciles the Staff Council expense account monthly.
3. Prepares a monthly Treasurer's report.

III. COMMITTEES

A. The Staff Council accomplishes its purposes through the use of committees which will be appointed as
necessary. There are three (3) types of committees:

1. Standing Committees

Standing Committees are formed and terminated upon the determination of the Staff Council to consider
ongoing matters of concern to employees. At least two (2) Staff Council members will serve on the
committee, one as Chairperson, with the remainder of the Standing Committee comprised of eligible UMR staff.

2. Special Interest Committees

Special Interest Committees are formed and terminated upon the determination of the Staff Council and
consider only those matters of a current and/or temporary nature. Each Special Interest Committee will
include one or more Council member(s) who will facilitate the formation of the committee. The Special
Interest Committee will elect its own chair. Membership on all Special Interest Committees is open to
all eligible UMR staff.

3. Executive Committee

The Executive Committee is made up of UMR Staff Council officers. They are authorized to deal with
issues that require immediate action and are required to report on all such issues at the following regularly
scheduled UMR Staff Council meeting.

B. Committee Guidelines

1. A staff member should not volunteer for any UMR Staff Council committee unless that individual is willing to
pledge the time and effort necessary to accomplish the objectives of the committee.

2. Staff Council members normally chair only one committee.

3. All recommendations, proposals and final reports of the Standing and Special Interest Committees will be
submitted in writing to the UMR Staff Council.

IV. MEETINGS

A. The Staff Council shall meet monthly on the second Thursday. Special meetings will be called as required.
Staff Council meetings will be open unless otherwise specified. A quorum shall consist of at least
nine (9) members.

B. Standing Committees, Special Interest Committees and the Executive Committee shall schedule meetings
to fit the requirement and needs of the specific committee.

C. In voting on motions and issues brought before the Council, a member may request a roll call vote be taken
and the results be recorded.

D. Should a closed meeting be necessary, the meeting will be called by the Chairperson of the UMR Staff
Council.

V. EXPECTATIONS

A. Members of the UMR Staff Council are required to attend all meetings of the Council. Members may be
excused from a meeting by notifying the Chairperson prior to the meeting. Members who miss three or more
meetings during a one year term (September 1 - August 31) may be removed from the Council and replaced.
Exceptions shall be discussed, on an individual basis, during a closed session of a regular meeting by all
members of the UMR Staff Council.

Members of the Staff Council that find themselves unable to consistently attend meetings may voluntarily
withdraw themselves from the council. In this case, written notification to the Chair is required so the
vacancy can be filled.

VI. VACANCIES

A. In the event of permanent vacancy, a successor member shall be appointed by the Chairperson to serve until
the next regular election.

B. Vacancies of more than 120 days for a University leave of absence or extended illness shall require
resignation from the Council. Exceptions to this provision can be approved at the discretion of the Council.

C. Temporary vacancies of 120 days or less for a University leave of absence or illness shall not be filled.

D. Office Vacancies

1. In the event the Chairperson must resign or take a University leave of absence, the Vice-Chairperson shall
assume those duties for the duration of the term. If the duration of this interim term is six (6) or more
months, the term of the interim Chairperson shall be considered complete. The standard procedure for
filling the position of Chairperson shall then be in effect. If the duration of this interim term is less than
six (6) months, the interim Chairperson shall continue to serve an additional, complete one-year term as
Chairperson. In either of the above situations, the position of Vice-Chairperson will be open for election
at the standard election time.

2. If the Vice-Chairperson must resign, or take a University leave of absence, or assume the duties of
Chairperson, an election within the UMR Staff Council will be held to fill the Vice-Chairperson position for
the duration of the existing term.

3. If the Secretary/Treasurer must resign or take a University leave of absence, an election within the UMR
Staff Council will be held to fill the position for the duration of the existing term.

VII. ELECTIONS

A. The Election Committee is made up of three (3) members or four (4) from Staff council. One (1) person
will be appointed as the election committee chair. Election Committee members are not eligible for election
during the time they are serving on the committee.

B. Elections for vacant positions on the Staff Council will be held annually beginning in June and will be conducted
through secret balloting. The following procedure will be used:

1. A listing of pending vacancies for each Council seat and the election procedures for filling these will
be distributed to the campus and put on Staff Council's website before June 15.

2. Staff members wishing to run for the Staff Council should forward their names to the Election
Committee Chairperson by the deadline set by the election committee. Ballots will then be printed
and distributed for voting purposes. The Election Committee Chairperson will obtain permission from each
nominated staff member to place their name on the ballot and that they would be willing to try and attend at
least 75% of the regularly scheduled meetings.

3. Election campaigning at University expense is prohibited.

4. Ballots will be returned to the Election Committee no later than a date set by the election committee in July.

5. Ballots will be counted under supervision of the Election Committee and the results will be
published promptly. In the event of a tie vote, the Election Committee, by secret ballot, will make
the final selection.

6. Ballots will be retained for two (2) years following public notification of election results. At that time
they will be destroyed. An official record of the election results will be held by the Secretary.

VII. AMENDMENTS

A. Amendments or changes to these Guidelines shall be made by a two-thirds vote of the Staff Council
present at a regular meeting, provided written notice of the proposed amendment(s) is given to all
members of the Staff Council at least ten (10) calendar days prior to the meeting.

APPROVED 08/04/05