Staff Council By-Laws
Missouri University of Science and Technology Staff Council governing guidelines
PURPOSE
The Staff Council was formed to provide communication between Missouri S&T employees and the administration of Missouri S&T.

I. MEMBERSHIP
A. The Staff Council shall consist of sixteen (16) employees elected from administrative, service and support
employees. The Council shall be composed of representation from four (4) occupational groups; four (4) from Administrative/Professional, two (2) from Technical/Paraprofessional, four (4) from Crafts/Maintenance, and six (6) from Secretarial/Clerical.

B. Any "benefit eligible" employee with at least one (1) year service before nomination is eligible for election to the Staff Council.
C. Terms of Membership
1. Beginning September 1, 1996, the term of membership shall be two (2) years, and ending the last day of September. Staff Council members may be eligible for re-election to a second term by notifying the Election Committee before July 15, but no person shall serve longer than four (4) consecutive years. However, after one year off, an individual can stand for re-election.
2. During the transition period, council members elected in 2004 will extend their terms through August 2006. Council members elected in 2005 will extend their terms through August 2007.
3. If a Staff Council member transfers or is promoted out of the group from which he/she was elected, his/her membership on the Staff Council will continue until his/her term expires.
4. The Crafts/Maintenance and Administrative/Professional groups each elect four (4) members who serve terms of two (2) years. Two terms expire every year in these two groups. The Technical/Paraprofessional group elects two (2) members to serve terms of two (2) years. One term expires every year. The Secretarial/Clerical group elects six (6) members to serve terms of two (2) years. Three terms expire every year in this group.
II. OFFICERS AND DUTIES
A. Missouri S & T 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 Missouri S&T 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 Missouri S&T 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 Missouri S&T staff.

3. Executive Committee
The Executive Committee is made up of Missouri S&T 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 Missouri S&T Staff Council meeting.
B. Committee Guidelines
1. A staff member should not volunteer for any Missouri S&T 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 Missouri S&T Staff Council.
IV. MEETINGS
A. The Staff Council shall meet monthly. 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 Missouri S&T Staff Council.

V. EXPECTATIONS
A. Members of the Missouri S&T 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 Missouri S&T 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 Missouri S&T 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 Missouri S&T 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: 01/09/08

Posted by Melissa Folsom at 07:07 PM | Permalink | Comments (0)

Members Present: Joyce Abbott, Robert Berkelman, Dean Brumett, Christopher Dew, Nina Eickhorst, Cecilia Elmore, Melissa Folsom, Amy Gillman, Wade Jadwin, Mendy Kell, Mindy Limback, Brenda McKinnon, Debbie Middendorf, Peggy Wilson, Letha Young
Members Absent: Roy Snelson
Guest: Several guests were present as a result of the publicity and new meeting format. Door prizes were awarded throughout the meeting.

Opening
The meeting was called to order at 10:00 a.m. by Chair Christopher Dew. The meeting was held in Carver/Turner Room at the Havener Center. Introductions were made by members and visitors.

Minutes from the November meeting were read and approved.

Treasurer’s Report: General Operating Fund- $9722.56
Special Events (Staff Day) - $2289.52
Earth Day Account has been given to Melissa Folsom to maintain.
After further review of staff award error from HR, it was determined by Andy Lamar (Director of Accounting/Fiscal Services), to leave the money as it stands, as there are too many accounts to go through at the University system level to adjust. We should have received $167.67 back from duplication of benefits for staff award, but was credited back $434.98. The difference, $265.31, stands in the General Operating Fund account for Staff Council.

Old Business:
Staff Council’s goals will be determined from the responses from this year’s SC survey.
Joyce will make revisions to the by-laws with the new name change and make recommendation to SC at next meeting.
Deb still has not heard from Jan Buhlinger’s family concerning the presentation of the award presented in her memory. Mary Hinze, a co-worker of Jan’s for many years will be given the opportunity to present the award. This was voted on and approved.
GRACE pick up was to be on Monday, but due to the weather it will be on Thursday. Two more volunteers are still needed.

New Business
Chris explained the new meeting format. Staff can submit an agenda item for consideration for the upcoming meeting 48 hours prior to the meeting. Agenda for meetings will be published to staffcouncil.mst.edu at least 24 hours in advance of the meeting.

Second annual open forum is scheduled for May 19 @ 11:00. Chancellor will attend and Staff Day will also be promoted at the event.

Karl Lutzen from IT gave a presentation on the mass notification system. This system is for emergency situations only. Only 709 employees have signed up with updated information. He encouraged all staff to sign up and update their information on the IT website. The process will be that University leaders, Chancellor, Provost, etc. will make the decision on what the message will contain and do a recording to be sent to phones, and a pre-loaded message will go out automatically in e-mail. Everyone will receive the same information which will supersede any other messages. It was suggested to include this information in new employee packs. Patty Frisbee said this information will be on the back of the new ID cards.

The Emergency Action Plan will soon be disseminated to all departments.

Letha reported that the University Police will host training in February “ALICE” to empower employees on what to do after an emergency notification has been received.

The question was brought up again about why staff has to pay student activities fees when taking classes. This is a UM policy. It will continue to be brought up at ISC.

ISC is discussing the options of employees being able to buy additional vacation days. Donating days has been discussed many times. The idea of the University buying vacation days from the employee was also mentioned. Chris will put it on the agenda for the next ISC meeting. Another item being proposed is an extra 8 hours per year for family education leave. This would cover parent/teacher conferences/ children’s programs, etc.).

The staff survey was discussed and ways to make it better. Some items are still included to see trends in the responses, even though SC can not take action on them. Visitors were asked how we can make it better and keep employees participating. Communication is important and the open forum is a good communication tool.

The Green Campus Initiative will soon be launched by the Chancellor.

People would recycle more if receptacles were provided. Food Service is not recycling plastic and this is lots of waste. It was also suggested that we include one question on the survey addressing the recycling program on campus and if people are participating.

Questions for the survey will be drafted by Mindy Limbeck, Robert, Chris and Amy and brought to SC for review at the January meeting. Survey will go out in February. Suggestions for questions were: staff development, recycling and electronic phone book vs. paper. The phone book question brought up the concern of keeping the contact information on the electronic system current. Chris will take this as an action item to HR.

There is still ongoing discussion on the Vice Provost for Academic Affairs providing funding for additional staff excellence awards.

Name Change
December 20 the new web is being launched. Mindy Limback will check to see if current supplies of UMR literature can still be used since departments are in a bind getting updated material. Current information can be obtained from the Communication Office. Visit itpress.mst.edu to get updates on name change concerning e-mail, web pages, etc.

Reports of Liaisons to Campus Committees

ICSC – Will meet Dec. 18 in Columbia. If anyone has agenda items, please submit to Chris. The early retirement will be brought up again when new VP for Human Resources is appointed.
Faculty Senate – February 2, Spring Festival sponsored by Chinese Student and Scholar Association; March 9 International Student Day
Chancellor’s Council - none
Parking – Appeals process is to be handled by e-mail.

Reports of Standing Committees
Home Page – Meeting agenda will be posted to blog 24 hours prior to meeting.
Personnel - None
Welcome – The new brochure is being printed to be included in new employee packets. Copy of the new brochure was distributed.
Staff Day Activities – Meetings will begin in January. Possible theme; The 60’s, Peace, Love, Happiness; The 80’s. Theme will be voted on at next meeting. Volunteers are needed to help solicited donations. Kim Frazier has a list of campus donors.
Staff Development – Will be meeting again soon.
Staff Excellence Awards - None

Special Interest Committees
Campus Appearance – Snow removal and leaves are still being raked. Beds are being prepared and perennials are being pruned.
Campus Day Care – None

Adjournment

Chris thanked all who donated door prizes. The meeting was adjourned at 11:20.

Minutes submitted by Staff Council Secretary Joyce Abbott

Posted by Melissa Folsom at 05:57 PM | Permalink | Comments (0)