Bylaws of the ASU Classified Staff Council

 

Revised March 2004

ARTICLE I:  COUNCIL NAME

The name of the organization will be the Arizona State University Classified Staff Council (CSC) (hereinafter referred to as “Council” or “CSC”).

ARTICLE II:  MISSION STATEMENT

The Council will advise the President of Arizona State University (ASU) and direct itself to the following tasks:

Improving the employment environment, policies and procedures affecting classified staff, and the general welfare and equal opportunity for classified staff; enhancing internal communication among classified staff, other campuses, universities, and local communities; and promoting organizational development.

ARTICLE III:  COUNCIL MEMBERS

SECTION 1:  SELECTION OF THE COUNCIL

The Council voting membership will reflect a ratio of approximately one council member per 100 classified staff employed at ASU Main, the total to include eight (8) Presidential Appointees who will be appointed by the President of ASU.  Classified staff employees elect council members other than appointees.

A representative from each of the ASU East and ASU West staff councils shall be a voting member of the Council.  Their respective council members will choose the representative from ASU East and ASU West.

Elected Council members will represent the  President’s Office/ICA, Office of the Provost, and each of the VP areas. Presidential appointees will serve in an at-large capacity.

Representatives will be reviewed annually by the Elections Committee and rectified as needs arise in order to conform to the ratio (i.e., changes in staff population of VP areas).

During the months of May and June, recently elected Council members are encouraged to attend and participate in discussions at Council meetings.  Their terms as regular voting members will begin July 1.

The President of ASU will appoint eight (8) representatives to the CSC.  Each will serve for a term of three (3) fiscal years.  An appointed member of the council may request to extend his/her service voluntarily and with presidential approval for a second three (3) year term.  At the end of the extended term, the member must remain off the council for a period of one fiscal year before being reappointed or running for election.  The ASU President may seek appropriate recommendations from the CSC President and/or refer to the list maintained by the President-Elect.  Before any appointment is made, special attention should be given in order to maintain a broad representation of classified staff.

SECTION 2:  EX OFFICIO MEMBERS

The Associate Vice President for Human Resources will serve as an ex officio, non-voting member.  In this capacity, the Assistant Vice Provost for Human Resources will advise the ASU President directly.

If the past year’s CSC President has completed his/her term, this individual will serve as an ex officio, non-voting member of the Council.

The Administrative Associate:

• Will serve as an ex officio, non-voting member;
• Is a full-time, paid position under the Office of the Provost;
• May not become an elected or appointed member of the CSC while in this position;
• Works under the direct supervision of the CSC President, serving as a resource to the Council per the job description

ARTICLE IV:  DUTIES OF THE COUNCIL

SECTION 1:  RECOMMENDATIONS ON ISSUES

The Council will review and make recommendations to the President of ASU on issues that may affect classified staff.

SECTION 2:  RECOMMENDATION OF REPRESENTATIVES

The Council, working with the President-Elect, will recommend representatives for membership on University committees/task forces which have an impact on classified staff related issues.

ARTICLE V:  DUTIES OF COUNCIL MEMBERS

SECTION 1:  GENERAL RESPONSIBILITIES

Council members will assist classified staff by identifying existing channels of communication and encourage the use of said channels for any classified staff related issues.  Council members will uphold ASU and Council.  Violation of these policies by a CSC member will result in disciplinary action by the Executive Board up to and including recall from the CSC.

SECTION 2:  MEETING RESPONSIBILITIES

Council members will attend regularly scheduled meetings and special sessions as needed (see Article XI).

A Leave of Absence may be granted to a Council member by the CSC President.  The Council member must submit in writing, the requested length of time and the reason for the leave. The CSC President will notify the Administrative Associate, the Election's Chair and the Parliamentarian of the decision to grant or deny a Leave of Absence.

Council members will participate in CSC standing committees that are outlined in these bylaws.

Council members will meet once a year for a workshop.

ARTICLE VI:  ELECTION OF COUNCIL MEMBERS

SECTION 1:  COUNCIL MEMBER CANDIDATE ELIGIBILITY

Any candidate seeking membership to the Council must be a continuing, full-time (50% time or more) classified staff employee.  Candidates must have completed their employment probationary period prior to their nomination or self-nomination. 

Council members will be elected/appointed for a term of three (3) fiscal years. 

If the council member changes his/her Vice Presidential/Provost area during the first year of term before December 31^st, they will be replaced per Article X, Section 4, for members who have served less than six (6) months.  If the member changes Vice Presidential/Provost area after December 31^st of the first term year, they shall complete their full three (3) year term on the council.

An elected member of the council may extend his/her service voluntarily, and with supervisor approval, for a second three (3) year term without standing for election. 

A Council member elected to an officer position (President-Elect, Secretary, Treasurer or Parliamentarian) in the final year of his/her term, would serve an additional year in order to fulfill the duties of that office.  In the case of President-Elect, this officer’s term would be extended to allow him/her to fulfill his/her responsibilities as both President-Elect and CSC President.  

If the President-Elect changes Vice Presidential/Provost area during his/her term, he/she will remain on the Council in order to fulfill the duties as President-Elect and as CSC President the fourth year. 

At the end of a standard or an extended term, the Council member must remain off the council for a period of one fiscal year before running for re-election or being reappointed. 

Council members must remain off the Council for a period of one (1) fiscal year before running for re-election or being re-appointed after server any portion of his/her own three-year or extended term.

SECTION 2:  COUNCIL MEMBER ELECTION PROCEDURE

The President-Elect will provide assistance with names of candidates who have shown interest in running for the Council.  The Chair of the Elections Committee must present a written report of election results at the next regularly scheduled meeting the confirmation by the CSC. 

ARTICLE VII:  ELECTION OF OFFICERS

SECTION 1:  OFFICER CANDIDATE ELIGIBILITY

Any CSC member seeking office must be nominated by and elected from CSC members.

Any candidate seeking the office of CSC President or President-Elect must have served on the Council as an elected or appointed member the year prior to election.

SECTION 2:  OFFICER ELECTION PROCEDURES

Nominations or intent to run for executive office are to be submitted to the Elections Committee between April 1^st and the scheduled time of elections.  The election of officers will take place immediately after nominations are closed.

The election of officers must take place annually, prior to the regularly scheduled June meeting.

The Chair of the Elections Committee must present a written report of the election results at the regularly scheduled June meeting for confirmation by the CSC.

SECTION 3:  TERM OF OFFICE

The Officers of the Council will serve for a term of one (1) fiscal year and may serve consecutive terms upon re-election, with the exception of the President-Elect, who will automatically succeed to the presidency.

ARTICLE VIII:  DUTIES OF OFFICERS

SECTION 1:  PRESIDENT      

• Presides with voting rights at all CSC meetings. 

• Communicates for the Council with the Administration of the University and with other organizations as required.

• Appoints Council members or classified staff to represent CSC on various University committees/task forces upon the recommendation of the President-Elect. 

• Supervises and evaluates the paid staff member(s) in the office established as headquarters for the CSC.

• Has authority to approve and sign CSC financial documents, and all official CSC correspondence.

• Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

SECTION 2:  PRESIDENT-ELECT

·        Assumes the duties of the President in the absence of that officer. 

·        Keeps an updated list of all CSC committees, non-CSC committees, and the classified staff persons serving on them.

      ·        Provides the Council with updated reports on activities and progress of University committees served on by classified staff.  

·        Provides a year-end report of all committee activities related to classified staff, which can be presented to the President of ASU.

·        Serves as liaison to the Administration, or committee involved, recommending classified staff to University committees/task forces

·        Fulfills such other responsibilities as given to this officer elsewhere in the Bylaws or by action of the Council.

SECTION 3:  EXECUTIVE SECRETARY

     

SECTION 4.  PARLIAMENTARIAN

·        Exercises general supervision over the regularly scheduled meetings and special sessions of the Council, which will be governed by the latest revised edition of Robert’s Rules of Order. 

·        Will be the official keeper of CSC’s Robert’s Rules of Order and recommend an update when needed.

·        Records attendance of all meetings and maintains membership roll.

·        Notifies membership that they are subject to recall and sends appropriate warnings.

·        Requests the Administrative Associateto send official notification of recall.

·        Serves as a member of the Bylaws Committee

·        Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

SECTION 5:  TREASURER

SECTION 6:  OFFICER VACANCIES

If the CSC President’s position becomes vacant on or prior to December 31^st, the President-Elect of the Council will immediately succeed to the presidency for the balance of the term, which also completes his/her term as CSC President and President-Elect.  If the CSC President’s position becomes vacant on or after January 1^st, the President-Elect of the Council will immediately succeed to the presidency for the balance of the term and serve as CSC President the following year.  If the office of President-Elect becomes vacant on or prior to December 31^st, an election will be held at the next regularly scheduled meeting to elect a new President-Elect to serve for the balance of the term and as President the following year.  If the President-Elect position becomes vacant on or after January 1^st, the Parliamentarian will succeed to President-Elect for the balance of the term.  At the next duly schedule election, the Council will vote on a new CSC President and President-Elect.

If the office of the Parliamentarian, Executive Secretary, or Treasurer becomes vacant, an election will be held at the next regularly scheduled meeting to choose a new officer from among the Council members.  The new officer will serve for the balance of the term.

ARTICLE IX:  COMMITTEES

SECTION 1:  ESTABLISHMENT OF COMMITTEES

The addition or deletion of any committee must appear on the written agenda and must pass by a majority vote of the Council.

SECTION 2:  COMMITTEE REQUIREMENTS

All committees must have a Chair or Co-Chair who is an elected or appointed CSC member.  Election of a committee’s Chair, according to Robert’s Rules of Order, Section 46, stipulates that the first member named to the committee, either appointed or nominated by the Council’s President, will be the Chair of the committee.  Committee Chairs must present written reports at least quarterly, or as requested by the Executive Board, and update committee procedures as needed.

Committee members are strongly advised to seek staff volunteers to serve on their committees (see Article V, Section 2).  Committee members may be appointed or removed by the committee chair.  There is no limitation on the number of years a person can serve on any committee.  The charge of all committees must be assigned by the CSC President, except for standing committees.

SECTION 3:  DEFINITIONS OF STANDING COUNCIL COMMITTEES

Activities

·        Responsible for:

§         planning and coordinating CSC events.

Bylaws

·        Responsible for:

§         Updating the CSC bylaws        

 

Communications

·        Responsible for:

§        Production and coordination of the CSC publications (e.g. newsletter, list serve, web page, etc.)

§         Ensuring the continuity of the graphic images of the Council.

 

Compensation and Benefits

·        Responsible for:

Executive Board

The Executive Board is composed of the officers of the CSC and the immediate past president.  The past president of the CSC serves as an ex officio member of the Executive Board.

The Executive Board is responsible for:

·        Yearly updates of the strategic plan which will clearly define the long and short term objectives of the CSC.

·        Meeting at least once a month prior to the regularly scheduled meetings to address agenda and other pertinent CSC issues.

·        The overall financial integrity of the CSC.

Fundraising

·        Responsible for:

          §       Coordinating Council fundraising for scholarships and other finances. 

Membership

·        Responsible for:

§         Conducting all elections and presenting a written report of election results to the Council

§         Replacement of elected Council members who have resigned or recalled

§         Overseeing voting on recalls of Council members

§         Plans new member orientation with Activities

All committees are encouraged to seek assistance from those who possess knowledge and expertise with regard to their respective areas.

 

SECTION 4: AD-HOC (SPECIAL) COMMITTEES

According to Robert's Rules of Order , Section 49, the President, upon recommendation, may establish an ad hoc (special) committee, "as the need arises, to carry out a specified task, at the completion of which - that is, on presentation of its final report to the [council] - it automatically ceases to exist.  An [ad hoc] committee may not be appointed to perform a task that falls within the assigned function of an existing standing committee."

ARTICLE X:  CSC MEMBERSHIP VACANCIES

SECTION 1:  GROUNDS FOR RECALL

A Council member will be subject to recall for failing to fulfill the duties of the Council as outlined in these bylaws and contained within the ASU and/or Council Policies and Procedures.  Officers will be recalled for failure to uphold the duties of their office.

A Council member will be considered for recall after three (3) consecutive absences from CSC regularly scheduled meetings.

A Council member’s seat will be considered vacant if a member is absent five (5) times in a fiscal year from regularly scheduled meetings (see Article V, Section 2, paragraph A).  The absences of a Council member who was subject to recall, but voted back in, are not erased from the record.  These absences count toward the overall total of five (5) absences for seat vacancy.

The recall will then be considered at the next regularly scheduled CSC meeting.

SECTION 2: RECALL PROCEDURES 

The intent to recall a Council member or officer must appear on the written agenda prior to the next regularly scheduled meeting and must include the reason for the recall.

Written notification of a pending recall procedure must be sent to the Council member or officer prior to the next regularly scheduled meeting and must include the reason for recall.

A recall vote requires a two-thirds (2/3) majority vote of the Council members.  The Elections Committee will oversee the voting, which will be done by secret ballot.  In the event of a tie, the recall fails.  The Council member being considered for recall cannot vote.  Any elected or appointed Council member, with the exception of the ex-officio, may be subject to recall.

In the event that an officer is recalled for not fulfilling the responsibilities of that position, that officer may remain on the Council as a regular Council member.  A replacement officer will be determined as outlined in Article VIII, Section 6.

If a Council member is recalled, he/she cannot serve another full year.

SECTION 3:  RESIGNATIONS

If a Council member resigns, a Letter of Resignation must be submitted to the Council.  Resignations must be announced by the CSC President, or designated substitute, at the next regularly scheduled meeting.  Once accepted, a resignation cannot be rescinded.

SECTION 4:  RESIGNATION REPLACEMENT PROCEDURE

Elected member replacement

If an elected Council member resigns or is recalled (or is no longer a classified staff employee), with less than six (6) months left of his/her term, no replacement is made.  The position will be filled at the next general election.

If an elected Council member resigns or is recalled (or is no longer a classified staff employee), with more than six (6) months left of his/her term, a replacement is required.  The Elections Committee will provide the name of a suitable candidate, who received the next highest number of votes in the last election, to the CSC President.  The candidate will serve for the remainder of the term.  (Suitable candidates are those who meet the requirements listed in Article VI, Section 1.).

If there is no suitable candidate available to serve from the most recent election results, the Elections Committee, the President-Elect and a representative from the affected Vice Provost/Presidential area will find a suitable replacement to serve the remainder of the term.

Appointed member replacement

The CSC President will request the ASU President to appoint a replacement member to complete the current fiscal year term, plus an additional two (2) years.

ARTICLE XI:  MEETINGS, RECORDS, QUORUM,
AND MAJORITY DEFINITIONS

SECTION 1:  MEETINGS

All meetings will be governed by the latest revised edition of Robert’s Rules of Order.

All meetings will be conducted by the CSC President or the President-Elect.  In the absence of both, the Parliamentarian will conduct the meeting.  Regularly scheduled meetings will be held once a month.  A schedule of dates and times will be established at the July meeting, to accommodate the attendance of the maximum number of classified staff.  Any special session can be called by the CSC President, or by the request of any Council member, with the consent of the CSC President.  If a special issue arises between regularly scheduled meetings that requires immediate attention, the CSC President may poll a quorum of voting members by telephone or e-mail (per Robert’s Rules of Order, Section 39) to obtain a proxy.  This vote will be verified and recorded in the next meeting’s minutes

SECTION 3:  RECORDS

A printed agenda will be distributed prior to regularly scheduled meetings and prior to any special session.  Recorded materials may be kept in the Archives at the discretion of the Council.

SECTION 3:  QUORUM

A quorum consists of two-thirds (2/3) of the total Council voting membership.  In the event that a quorum is not present, the meeting may be held but no vote will be final until a polled vote is conducted.

SECTION 4:  MAJORITY

A simple majority vote will be implied unless otherwise stated in these bylaws.

ARTICLE XII:  AMENDMENTS

SECTION 1:  CONTINUITY

The bylaws will be in effect at all times.

SECTION 2:  AMENDMENTS TO THE BYLAWS

A proposed amendment to the bylaws must be submitted in writing at a regularly schedule meeting.  Prior to the next regularly scheduled meeting, a copy of the proposed amendment will be sent to each Council member.  The proposed amendment will be voted on at the next regularly scheduled meeting or a special session.  A proposed amendment must be passed by two-thirds (2/3) of the Council members and ratified as in Article XIII of these bylaws.  Proxy votes may be submitted to the CSC President and counted toward ratification.

SECTION 3:  GRANDFATHERING CLAUSE

For use in these bylaws, “grandfathering” will be defined as allowing a new ruling to include situations which occurred prior to the ruling.  Grandfathering will be effective on a case-by-case basis as determined by a majority vote of the Council.

ARTICLE XIII:  RATIFICATION

Revisions or amendments to these bylaws will become effective upon ratification by two-thirds (2/3) majority of the Council members and approval of the ASU President.

(A copy of the Bylaws signed and dated by the President of the University is on file in the CSC Office ADMIN B359).