1.6 Internal Governance

1.6.4 Staff Council

1.6.4.1 The Constitution of the Ithaca College Staff Council

As Amended 2001, 2005, 2010, and 2012.

Article I Name
 

The name of this organization shall be the Ithaca College Staff Council.

Article II Purpose
 

The purpose of the Staff Council is to act as the representative body of all non-faculty staff of Ithaca College. Staff shall be defined as all benefits eligible employees who are not part of Administrative Assembly. As such, it shall have the power to review and make inquiries into matters of the campus college community for the benefit of all concerned, and to organize and conduct meetings in order to make recommendations on all matters affecting the welfare of its constituency.

 

Its composition and responsibilities shall be outlined by its bylaws and it shall report its recommendations to the vice president for finance and administration of the College or designee for decision.

Article III Responsibilities
 

A.

Review present policies of interest to its constituency, gain a consensus on such matters, and communicate these findings to the appropriate persons and councils.

 

B.

Formulate a budget in conjunction with the vice president for finance and administration for the use of Staff Council.

 

C.

Call all-College staff meetings when necessary and appropriate and conduct informal and formal ballots on matters of its own initiative as well as on matters directed to it by other Councils.

 

D.

Respond to issues referred to Staff Council by constituents, Faculty Council, Student Government, the All-Ithaca College Communications Council, standing committees, the vice president for finance and administration and the director of human resources.

   
  1. Refer items to appropriate existing committees to investigate issues which have an impact on the College community as a whole.
  2. Form committees and subcommittees, as needed, to address issues and make recommendations to the full body, the vice president for finance and administration and the director of human resources.
 

E.

Have the Executive Committee (Article IV of the bylaws) represent the Council on the All-Ithaca College Communications Council.

 

F.

Approve the selection of staff justices and staff members for all-College committees.

Article IV Bylaws
 

The Staff Council shall have the authority to make bylaws on such matters as membership, meeting procedures, voting, committees and other organizational matters and needs of the Council. Such bylaws may not be in conflict with this constitution, the charter or bylaws of Ithaca College, or any other governing body of the College recognized by the Board of Trustees of Ithaca College.

Article V Amendments to the Constitution
 

Any voting member of the Staff Council at any Staff Council meeting may propose an amendment to this constitution, which shall be published to the membership at least fourteen calendar days before final action on it can be taken by the Staff Council.

Such amendment shall be approved by two-thirds of the voting members of the Staff Council.


1.6.4.2 Bylaws of the Staff Council of Ithaca College

Article I Membership
 

A.

Membership is open to all staff of Ithaca College as defined in Article II of the constitution.

 

B.

The areas (or the grouping of areas) to be represented and the number of representatives from each area are to be reviewed by the Executive Committee each year. Any change will be determined by a majority of Staff Council before elections are held on or before the January meeting, or when deemed necessary and appropriate.

 

C.

The representative of each area is to be elected by a plurality vote by the members of that area only, to serve a two-year term from June 1 through the last day in May, with an approximate equal number of terms expiring each year. Elections shall be finalized on or before the April meeting. Due to confidentiality, numbers of votes received for each candidate will not be released.

 

 

  1. If no one comes forth within a designated area to represent that area, the Executive Committee has the option to nominate a staff member at large; nomination will be approved by a majority vote of Staff Council.
  2. The Council will consider any petition for the formation of additional areas. Any new area must have a minimum of 10 constituents. A new area shall be established by a vote of 2/3 of the membership of the Council.
  3. Any constituency whose representative has more than 20 people has the option to petition the Council for a second representative provided the additional one represents a minimum of 10 people. The method of determining specific representation will be left up to the constituents and representative(s) involved. A new area shall be established by a vote of 2/3 of the membership of the Council.
 

D.

Once the chairperson of the Council is nominated and elected from the body of elected representatives, the group represented by the chairperson shall elect another representative if more than half the term remains. If no one comes forth during the nomination process, the procedure outlined in article I.C.1 shall be followed.

 

E.

The outgoing chairperson shall be a non-voting ex officio member of the Council for one year following that person’s term as chairperson. Exception to this would be if the chairperson was removed from office. (See Article VI.)

 

F.

If a member is unable to complete an elected term, another representative shall be elected by the area if more than half the term remains. If no one comes forth, the procedure outlined in article I.C.1 shall be followed. At the discretion of the Executive Committee, an election will take place or a proxy will be chosen, if less than half of the term remains.

 

G.

If a member moves to another constituency and more than half the term remains, an election will be held to replace the representative. If no one comes forth, the procedure outlined in article I.C.1 shall be followed. At the discretion of the Executive Committee, an election will take place or a proxy will be chosen, if less than half of the term remains.

 

H.

A Staff Council officer who moves to another constituency will have a replacement representative using the procedures outlined in G, above. The officer may remain in the elected executive position.

Article II Attendance of Members
 
  1. Attendance at Staff Council meetings by members is mandatory. Members unable to attend a Staff Council meeting must notify someone on the Executive Committee in order to be excused. The member is also requested to send a proxy to the meeting in the member’s place.
  2. If the chairperson is dismissed or resigns from the Executive Committee of Staff Council, the chairperson will be asked to resign from the All-Ithaca College Communications Committee.
Article III Meetings
 

A.

Regular Meetings

 

 

  1. Staff Council shall meet monthly unless otherwise indicated by the chairperson and Executive Committee.
  2. For a regular meeting a simple majority of the active membership shall constitute a quorum for the transaction of business.
 

B.

Special/Emergency Meetings

 

 

  1. Special/emergency meetings of the Staff Council may be called at any time by the chairperson, Executive Committee (chairperson, vice-chairperson, recording secretary, corresponding secretary, treasurer), or 1/3 of the members of the Staff Council. Notice shall be five (5) days in advance. Special/emergency meetings may act only on such business as clearly indicated in the notice of the meeting. 
  2. For a special/emergency meeting a simple majority of the membership shall constitute a quorum for the transaction of business.
Article IV Officers of the Staff Council
 

The following officers shall be elected by a plurality vote of the Staff Council at the April meeting to serve a two-year term from June 1 to May 31: chairperson, vice-chairperson, recording secretary, corresponding secretary, and treasurer. These officers shall comprise the Executive Committee.

Article V Duties of Officers
 

A.

Responsibilities shared by all officers of Staff Council:

   
  1. Responsible for planning the Annual Staff Council Retreat. 
  2. Assist in the development of all correspondence. 
  3. Formulation of the agenda for Staff Council meetings. 
  4. Approval of all drafts of the Staff Council meeting minutes. 
  5. Attend all Executive Committee meetings. 
  6. Monitor adherence to operating procedures within Council in accordance with the Ithaca College Governance and Committee Structure (section 1.6 of the Ithaca College Policy Manual) and Robert's Rules of Order
  7. Act for the Staff Council of Ithaca College between meetings within the limits of these bylaws and the constitution.
 

B.

Chairperson

   
  1. Acquire a working knowledge of parliamentary law and procedure and thorough understanding of the bylaws and standing rules of the Staff Council. 
  2. Preside and maintain order at all meetings. 
  3. Act as spokesperson for the Council in all matters of the College. 
  4. Be ex-officio of all committees. 
  5. Act as chairperson at an "All-College Staff" meeting (staff as defined in Article II of the Constitution), called by the chairperson of Staff Council.
  6. Act as chairperson of the Executive Committee. 
  7. Maintain open communication with the vice president for finance and administration and the director of human resources. 
  8. Report on all Executive Committee meetings to Staff Council representatives, at Staff Council meetings.
 

C.

Responsibilities shared by the vice-chairperson, recording secretary, corresponding secretary, and treasurer:

   
  1. Work closely with the chairperson in all aspects of Council business and assist the chairperson as needed. 
  2. Assist the chairperson as spokesperson for the Council in all matters with College officials. 
  3. Act as ex-officio members of Council ad hoc committees, reporting committee progress to the Executive Committee, and acting as liaisons for those committees in meetings between the Executive Committee and College officials. 
  4. Responsible for planning an orientation for new representatives after elections in April, and before the June meeting. 
  5. Manage use of the Staff Council office, specifically scheduling on CorporateTime, key usage, and keep track of any inappropriate use. 
  6. Manage the Staff Council Website. Specifically, update representatives and constituents, post agendas, minutes, and other relevant information. 
  7. Planning and scheduling meetings.
 

D.

Vice-Chairperson

   
  1. In the absence of the chairperson, presides and performs the duties of the chairperson. 
  2. Assist the chairperson in conducting the election of executive officers, and the appointment of staff representatives to serve on all-College committees. 
  3. Assist Elections Committee in conducting the election of Executive Committee officers. See Article VIII - Elections.
 

E.

Recording Secretary

   
  1. Keep the minutes of the meetings in conjunction with the governance secretary. 
  2. Take roll call and mark absences. 
  3. Distribute minutes and the agenda to the members at least three days prior to each meeting. 
  4. Take charge of all documents belonging to the Council when requested. 
  5. Call a meeting to order in the absence of the chairperson and vice chairperson and preside until the election of a chairperson pro tem. 
  6. In conjunction with the corresponding secretary and treasurer, coordinate and complete all facets of the representatives election process. 
  7. Notify executive committee of members with two unexcused absences.
 

F.

Corresponding Secretary

   
  1. Maintain a list of all officers and Council members and those represented. 
  2. Provide/initiate drafts and type all correspondence from the chairperson. 
  3. In conjunction with the recording secretary and the treasurer, coordinate and complete all facets of the representatives election process. 
  4. Maintain a spreadsheet of current motions and two year's worth of past motions, with status updates.
 

G.

Treasurer

 

 

  1. Receive and bank all monies due the Council. 
  2. Maintain bookkeeping records of such funds. 
  3. Pay bills from officers and Council members when clearly authorized and when receipts for expenditures are attached. 
  4. Disperse monies as the Council may direct. 
  5. Be ex-officio member of any ad hoc committee which is involved in coordinating fund raising activities. 
  6. Provide direct, on-going assistance for the recording secretary and corresponding secretary with the representatives election process. 
  7. Coordinate new member orientation activities and assist in the compilation of materials for orientation. 
  8. Purchase supplies for Staff Council use as needed.
Article VI Removal from Council Membership
 
  1. An officer of the Staff Council may be removed from Council and relieved of the officer's duties by a 2/3 vote of the Council membership.
  2. A Council member may be removed from Council and relieved of the member's duties by a petition signed by 2/3 of the constituents of the area or by 2/3 of the Council members.
  3. Two consecutive absences without proxy or three cumulative absences during any academic year without proxy will compel the Council to solicit the voluntary resignation from Council of the member in question. Any further absences will require the Council to declare such seat(s) vacant and call for the appointment/election of a replacement.
  4. An officer or Council member who is subject to removal shall be granted a hearing by the Executive Committee if the person so requests prior to the formal action.
Article VII Committees of the Staff Council of Ithaca College
 
  1. The Staff Council or Executive Committee shall establish, as needed, any standing and/or ad hoc committees. The committee(s) shall have a charge, membership, chairperson and sunset provisions upon each establishment. Each committee shall maintain files that contain meeting minutes and other relevant information. These files will be kept by the chairperson of the specific committee, and will be made available to the Executive Committee of Staff Council, the vice president for finance and administration, and the director of human resources upon request.
  2. The chairperson of each ad hoc committee will be elected by a plurality vote of committee members at their first organizational meeting to serve a one-year term. The chairperson will appoint a co-chairperson if deemed necessary.
Article VIII Elections

 

  1. Representative

    Recording secretary, in conjunction with the corresponding secretary and the treasurer, will complete all facets of the representative elections.

  2. Officers

    The chairperson will call for two volunteer representatives to serve on an Officers Election Committee. The vice-chairperson will guide the Officers Election Committee in all facets of the officer elections prior to and at the April meeting. This will include a call for nominations, completing ballots, and distributing and counting the ballots at the election.

Article IX Robert's Rules of Order
 

All other rules and procedures are to be congruent with Robert's Rules of Order Newly Revised.

Article X Amendment of the Bylaws
 

To amend or suspend the bylaws of the Ithaca College Staff Council requires a 2/3 vote of the membership. The procedure shall be the same as stated in the Article V of the constitution.

Last Updated: February 2012