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State Personnel Employees Executive CouncilConstitutionPREAMBLE The name of the body shall be the State Personnel Employees Executive Council, hereinafter referred to as the Council. The Council shall function under this Constitution as approved by the Board of Trustees for the University of Northern Colorado and shall continue to do so until such time as the Council dissolves itself or the Constitution is revoked by the Board of Trustees. Section 1. The Council is organized to serve as a representative body for the classified employees of the University of Northern Colorado and to participate in such matters of the institution as may affect them. Section 2. The Council shall function for the welfare of the University and for the employees it represents. It shall propose and undertake educational, recreational, and social programs and service projects. It shall continually be concerned with current developments which are of interest and would benefit the classified employees and the University. Section 3. The Council shall function as an advisory and policy referral body to the University administration and the State personnel employees of the University. Section 4. The Council neither supplants nor supersedes any organization of employees now in existence or to be formed in the future. 2/5/74 (retyped in original form 3/95) THE BYLAWS OF THE ARTICLE I - REPRESENTATION AND MEMBERSHIP Section 1. The Council shall consist of a maximum of twenty-five (25) elected members to represent the total number of classified employees. (See Article III - Nominations and Elections and Article IV - Standing Committees and Their Duties, Second 4. Public Relations, Constitution and Elections Committee (Amended 5/06) Section 2. A list of classified employees shall be obtained from the University of Northern Colorado Personnel Office to determine their eligibility to nominate, to vote, and to serve as Council members. If there is a question of eligibility concerning representation by the Council and for the purpose of voting, ruling shall be made by a majority vote of the Council. (Amended 5/89) Section 3. The Council will consist of twenty-five (25) elected members to represent the total number of classified employees. (See Article III - Nominations and Elections and Article IV - Standing Committees and Their Duties, Section 4. Public Relations, Constitution and Elections Committee.) (Amended 5/03) (Amended 5/89) Section 4. Each member elected to the Council shall serve for a term of two (2) years. Elected members may be reelected for an additional two year term. After four (4) consecutive years elected members may not succeed themselves but may be reelected after one (1) year has elapsed; however, members elected to serve a half term or less in filling a vacancy on the Council are eligible to run for two succeeding terms. There shall be no alternates for members of the Council. (Amended 5/84, 5/91) Section 5. The seat of any member of the Council shall become vacant upon death, permanent incapacity, termination of service with the University, resignation or three (3) unexcused absences from meetings of the Council. The Council Chairman shall determine whether the absence is to be excused. Resignation or removal shall not become effective until approved by the Council. (Amended 5/80, 5/06) Section 6. Section 7. In the event of three (3) or more vacancies on the Council remaining unfilled after elections, the Executive Officers may declare a membership emergency by majority vote. At such time, retiring term-limited members will be allowed to retain their position for one year or until the next election upon concurrence by three-quarters of the incoming Council. If three or more vacancies occur at one time during the year, any previous Council member may be elected to fill the remaining term until the next election upon approval of three-quarters of the Council members at a regular or special meeting as defined in Article V. (Added 5/06) Section 8. The Council shall also include the following ex-officio members who shall be from groups not otherwise eligible to become elected members of the Council: A. Ex-officio member of the faculty nominated by the Faculty Senate to serve a two-year (2) term. B. Ex-officio member of the Student Representative Council (SRC) nominated by that body to serve a one-year (1) term. (Amended 5/89) C. Ex-officio member of the Administrative Staff appointed by the President to serve a two-year (2) term. D. (Deleted 5/03) Section 9. Any Council seat not filled in conformity with these Bylaws shall be declared vacant. (See Article III - Nominations and Elections.) ARTICLE II - OFFICERS AND THEIR DUTIES Section 1. Officers The elected officers of the Council shall include at least a Chairman, Vice Chairman, Secretary, and Treasurer. (See also Article III - Nominations and Elections, Section 2. Election of Council Officers.) Section 2. Duties A. The Chairman shall: (1) Preside at all meetings of the Council and the Executive Committee; (2) Enforce the obligations imposed by the Constitution and Bylaws relating to the administration of the work of the Council; (3) Be a nonvoting member of the Council except in case of a tie vote; (4) With the Executive Committee, provide agenda to be distributed to the Council, and instruct the Secretary to request the presence of others as may be needed to accomplish the regular business of the Assembly; Article II, Section 2, Item A (continued) (5) Appoint, with the recommendation of the Executive Committee and approval of the Council, members of ad hoc committees and members of standing committees; (6) Conduct official correspondence relating to the Council as authorized by the Council; (7) Furnish the President of the University at least once a year a written report of the activities and accomplishments of the Council for the year; (8) Have such other powers and perform such other duties that from time to time may be assigned to him/her by the Council. (9) Serve as a nonvoting representative to the Board of Trustees. (Amended 5/80) B. The Vice Chairman shall: (1) Serve as a Chairman in the absence of the Chairman; (2) Assume the duties of Chairman for the unexpired term in the event the Chairman is unable to complete the term of office; (3) Serve as a Chairman of the Personnel Policies Committee; (4) Serve as a member of the Executive Committee; (5) Perform other duties as may be deemed necessary and assigned by the Council. C. Chairman Pro Tempore: In the absence of the Chairman and Vice Chairman from any official meetings of the Council, members of the Council present shall select a Chairman who shall preside. D. The Secretary shall: (1) Keep, or cause to be kept, a book of minutes of all regular and special meetings of the Council and records of the election of Council members; (2) Keep the official roll of members of the Council and the attendance record of members at meetings of the Council; (3) Upon approval of the Executive Committee, distribute minutes to all members of the classified staff and Council members; (Amended 5/89) (4) Conduct all official correspondence and issue all notices of meetings as directed by the Chairman; (5) Serve as member of the Public Relations, Constitution and Elections Committee and assure that nominations and election of Council officers and representatives are handled as specified in Article III - Nominations and Elections. These committees will elect their Chairman and notify the Secretary of the results; (Amended 5/03) (6) Serve as a member of the Executive Committee; (7) Maintain a file of all records and correspondence necessary for the transaction of the official business of the Council; (8) Perform other duties as may be deemed necessary and assigned by the Council. E. The Treasurer shall: (1) Have responsibility for all monies acquired by the Council; (2) Furnish a financial statement to the Council at each meeting, such statements to be placed on file with the Council Secretary; (3) Be responsible, with the Chairman and the Executive Committee, for all Council fiscal matters; (4) Perform other duties as may be deemed necessary and assigned by the Council; (5) Serve on the Executive Committee; (Amended 5/90) (6) Serve as member of the Fund Raising Committee. (Amended 5/03) (Amended 5/90) F. Parliamentarian: A Parliamentarian will be appointed annually by the Chairman. The Parliamentarian shall assist the Chairman or presiding officer in questions of parliamentary procedure. G. All Officers shall: Turn over to their successors all records and pertinent data of the Council in their possession at the expiration of their term of office. ARTICLE III - NOMINATIONS AND ELECTIONS (see also Article I - Representation and Membership and Article IV - Standing Committees and Their Duties, Section 4. Public Relations, Constitution and Elections Committee.) Section 1. Election of Representatives to the Council A. Elections to the Council shall be scheduled to occur at least once a year (annual election). Other elections may be held at the call of the Council Chairman with the approval of the Council. (Amended 11/77, 5/84) B. Annual elections shall be held as follows: March 1-15 Vacancies Declared March 16-31 Nominations Open April 15-May 1 Voting by ballot on five (5) working days to be designated during the period. June 1 New Council assumes duties (Amended 5/89) C. The elections shall be held under the supervision of the Public Relations, Constitution and Elections Committee (hereinafter referred to as the Elections Committee). (Amended 11/77, 5/89) D. The Elections Committee shall notify all members by appropriate University channels no later than March 15 of any vacancy to be filled at the next regular election. (Amended 5/06) E. Nominations of candidates for the Council shall be made in writing on forms authorized by the Elections Committee and signed by two (2) or more eligible staff employees. F. Candidates shall indicate their willingness to serve if elected by endorsing the nomination form. Only the names of those candidates who have filed such written endorsement with the Elections Committee shall be placed on the ballot. Write-in candidates shall not be counted. When there are X number of vacancies and the same number of qualified candidates have filed consent to serve at the time nominations are closed, the Elections Committee shall declare the nominees elected. (Amended 5/89) G. A period of fifteen (15) days for receipt of nominations shall be publicized by the Elections Committee. (See Article III, Section 1-B above.) H. Each eligible employee shall have one (1) vote for each Council vacancy to be filled in that area. I. Ballots will be provided by the Elections Committee and may be returned to any member of SPEEC or mailed to the Secretary through campus mail. Five (5) working days between the hours of 8 a.m. - 12 noon and 1 p.m. - 5 p.m. shall be allocated for the casting of ballots. Absentee ballots may be requested from the Elections Committee. Absentee ballots must be received by 5 p.m. on the final day set aside for voting. (Amended 5/76, 5/89) J. Ballots shall be counted under the supervision of the Elections Committee. Any classified employee may serve as an observer. K. The candidate who receives a majority vote of the eligible employees voting shall be declared elected. (Amended 5/06) L. Whenever there is a tie vote, a runoff election shall be held between the candidates. (Amended 11/77, 5/84, 5/06) Section 2. Election of Council Officers B. When possible, the Chairman will be a second term Council member. This will provide a continuity of knowledge in Council matters. (Amended 5/92) C. Elections shall be by a majority vote of the members present. D. An unexpired term, except that of the Chairman [See Article II - Officers and Their Duties, Section 2, B (2)] shall be filled by nomination and election at the next scheduled Council meeting if there are more than thirty (30) days left to serve. E. An officer may be recalled by a two-thirds vote of the Council members after a hearing by the Council. The initiative for recall vote shall be by signed petition of not less than one-third of the Council members. ARTICLE IV - STANDING COMMITTEES AND THEIR DUTIES Section 1. Standing Committees There shall be four (4) standing committees within the Council: An Executive Committee, a Personnel Policies Committee, a Public Relations, Constitution and Elections Committee, and a Fund Raising Committee. The members of these committees shall be appointed by the Chairman, with the recommendation of the Executive Committee and approval of the Council. The four (4) standing committees shall be constituted annually by the second regular meeting of the new Council and the members shall serve until the next committees are appointed. (Amended 5/89, 5/92) Section 2. Duties A. The Executive Committee shall: (1) Consist of the Chairman, Vice Chairman, Secretary, and Treasurer of the Council; (amended 5/89) (2) Approve agenda and assist in implementing the actions of the Council; (3) Tentatively approve minutes so that they may be distributed to the classified employees prior to final approval of the minutes at the next regular meeting of the Council; (4) Act on matters arising between regular meetings which require immediate attention and report such actions at the next regular meeting of the Council; (5) Be called together upon recommendation of the Chairman or a majority of the Executive Committee members. B. The Personnel Policies Committee shall: (1) Consist of at least five (5) Council members including the Vice Chairman; (2) Deal with the general welfare of the staff and shall include such things as, but not limited to, insurance, retirement policies, grievance procedures advice, suggestions, communication between Council and University staff, Affirmative Action, and such other matters as may be referred to by the Executive Committee; (Amended 5/89) (3) Not infringe on the rights and privileges of the individual University employee nor deny him/her the pursuit of actions he/she might deem necessary for his/her personal welfare. C. The Public Relations, Constitution and Elections Committee shall: (Amended 5/92) (1) Consist of at least five (5) members including the Secretary; (2) Arrange, publicize, and supervise the elections and rule on any election disputes; (3) Initially review and make recommendations to the Council regarding all proposed amendments to the Constitution and Bylaws; (4) Act in accordance with the provision of Article III - Nominations and Elections and Article IX - Amendments to Constitution and Bylaws. (5) Be responsible for organizing publications and events to promote public relations. (Amended 5/92) D. The Fund Raising Committee shall: (Amended 5/89, 5/92) (1) Consist of at least five (5) members including the Treasurer; (2) Be responsible for organizing fund raisers for the Council; (3) Publicize and supervise the Classified Employee Scholarship Fund for dependents and staff; ARTICLE V - MEETINGS Section 1. Regular Meetings A. Regular meetings of the Council shall be held at least once each month during the calendar year. B. The Executive Committee, with the approval of the Council, shall determine a schedule of regular meetings for the calendar year; such schedule will be published in an appropriate campus-wide medium. Section 2. Special Meetings A. Special meetings may be held at any time. They may be called by the Chairman with the consent of the Council. B. The Chairman shall consult Council members in setting the time and date of special meetings to assure that a quorum can be present. Section 3. All meetings shall be open to the public, unless voted into executive session, but no person not a member of the Council may participate in discussion except by consent of the Council members present. ARTICLE VI - QUORUM 1. A majority of the voting membership of the Council shall constitute a quorum authorized to transact business at any regular or special meeting of the Council. 2. A majority vote of the quorum shall be necessary for the transaction of Council business. 3. If a quorum does not exist, the Council meeting is automatically adjourned. ARTICLE VII - ORDER OF BUSINESS The order of business at a regular meeting of the Council shall be as follows: A. Roll Call E. Reports from officers and committees B. Announcement of a quorum F. Unfinished business C. Approval of minutes G. New business D. Announcements and communications H. Adjournment The parliamentary authority of the Council on matters not covered by this Constitution and Bylaws shall be the Standard Code of Parliamentary Procedure (latest edition) by Alice Sturgis. ARTICLE VIII - FINANCES Section 1, Accountability All SPEEC monies received or disbursed will be administered within an account using commonly accepted accounting procedures and practices. The Treasurer will maintain all necessary records of transactions for accountability and audit purposes. (Added 5/03) Section 2, Budget The SPEEC Executive Committee will develop a budget plan for the current year and present it to the Council for approval no later than two (2) months after Council officers are elected for the year. The budget will be monitored monthly by the Treasurer. The Treasurer will report planned versus actual budget status at all regular meetings of the Council. A copy of the finalized budget should be included in the annual report to the President of the University. (Added 5/03) Section 3, Audit The SPEEC Executive Council is responsible for ensuring an audit of all financial transactions is conducted annually. The results of this audit shall be reported to the Council at its June meeting each year. A copy of the audit should be included in the annual report to the President of the University. (Added 5/03) ARTICLE IX - AMENDMENTS TO CONSTITUTION AND BYLAWS Section 1. Initiation of Amendment to the Constitution Amendment to this Constitution may be initiated by a petition signed by not less than ten percent (10%) of the classified employees and shall be submitted in writing to the Public Relations, Constitution and Elections Committee at least two (2) weeks prior to its introduction which shall be at the next regularly scheduled Council meeting at which time copies of the proposed amendment shall be distributed to each Council member. The proposed amendment shall not be acted upon until the following meeting of the Council but shall be acted upon before the adjournment of the third consecutive meeting following the original presentation to the Council. Section 2. Approval of Amendment to the Constitution If a proposed amendment to the Constitution is passed by two-thirds vote of the voting members of the total Council and approved by the University President, it shall be placed on a ballot for vote of the classified employees at the next regular election. When ratified by a majority of the eligible employees voting, the amendment shall be finally approved by Board of Trustees action before being declared a part of this Constitution. Section 3. Initiation of Amendment to the Bylaws An amendment to these Bylaws may be proposed by a Council member or by petition signed by not less than ten percent (10%) of the classified employees. A proposed amendment shall be submitted in writing to the Public Relations, Constitution and Elections Committee at least two (2) weeks prior to its introduction which shall be at the next reguarly scheduled Council meeting at which time a copy of the amendment shall be distributed to each Council member. The proposed amendment shall not be acted upon at the following meeting of the Council but shall be acted upon before the adjournment of the third consecutive meeting following its original presentation to the Council. Section 4. Approval of Amendment to the Bylaws If a proposed amendment receives a majority vote of the Council members present, it shall be placed on the ballot for vote of the University classified employees at the next regular election. When ratified by a majority of the eligible staff employees voting, the amendment shall be finally approved. Section 5. Proposals for amendments to the Constitution or Bylaws must be available to the classified employees at least ten (10) working days before they are voted upon at a regular election. ARTICLE X - ADOPTION OF INITIAL CONSTITUTION AND BYLAWS Section 1. This constitution shall be declared adopted when approved by a majority of eligible classified employees voting, the University President, and the Board of Trustees of the University of Northern Colorado. Section 2. These Bylaws shall be declared adopted when approved by a majority of the eligible classified employees voting.
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