Weber State University
Staff Advisory Committee Bylaws
Amended January 2014
ARTICLE I. PURPOSE
The purpose of the Staff Advisory Committee (SAC) is to support the goals and mission of the University and to provide representation of the staff employees as individuals and as a whole to the University administration, the Board of Trustees and the University community.
The SAC shall seek input from and serve as an advocate on behalf of all staff employees in areas including, but not limited to: compensation, benefits, work conditions, policies and procedures, professional and educational opportunities, job security, discrimination, harassment and other matters related to the well-being of staff employees.
ARTICLE II. ORGANIZATION
The SAC shall be directed by the Executive Board made up of a Chair, Vice-Chair and Recorder elected by majority vote. Membership shall consist of twelve elected members (6 non-exempt and 6 exempt) from identified divisions of the University, plus a non-voting Vice President from President’s Council and a non-voting liaison from Human Resources. Ad hoc subcommittees or representatives to other campus committees shall be established as needed (i.e., Elections, Salaries and Benefits, Parking, Public Relations, etc.)
ARTICLE III. COMMITTEE MEMBERSHIP
Section 1. Membership Criteria
Elected officials of the SAC shall include those university employees who hold salaried, non-faculty positions at .75 FTE or greater per fiscal year.
Section 2. Apportionment
Subject to approval by President’s Council, the Committee shall identify subdivisions of the university and determine the number of staff to be elected from each subdivision. There will be an equal number of representatives from non-exempt and exempt staff. Representation by elected officials shall be based upon the number of staff in each subdivision and should be evaluated when there is a major shift of employees or at least every ten years. No more than one representative in any single department or equivalent unit may serve at the same time.
Subdivisions are as follows:
Administrative Services/University Advancement/President’s Office – 3 non-exempt/2 exempt
Student Affairs/Information Technology – 1 non-exempt/2 exempt
Academic Affairs – 2 non-exempt/2 exempt
Section 3. Term of Office
Members of the committee shall be elected for staggered three-year terms to provide for continuity. The committee shall elect a vice-chair and, if necessary, a chair at the first meeting of each fiscal year. The term of office for all members shall begin July 1 and end June 30 of each fiscal year.
In the event SAC committee members are involved in hearing a grievance at the conclusion of their term of office, the individuals serving on the hearing committee would continue to function until the grievance procedure is concluded. The newly elected committee members would function for new business only.
If a representative has a change in employment within the University that no longer qualifies them to serve in the area for which they were elected, refer to Section 7. Vacancies.
Subsection A. Officers
The Chair, Vice-Chair and Recorder shall be elected to serve a one-year term (July 1 – June 30). A new Vice-chair and Recorder are elected from members of the SAC for the next term. At the conclusion of an expired term, the Vice-Chair automatically succeeds to the position of Chair. The outgoing Chair shall serve an additional year as a non-voting Advisory Chair. Elections for Vice-Chair and Recorder shall take place during SAC’s last meeting in May of each academic year.
Subsection B. Removal for Cause
Any member or officer may be removed for cause (i.e. showing gross neglect of duty) by a majority vote of the quorum. In the event of such removal from office, vacancies shall be filled as outlined in Section 7. Vacancies.
Section 4. Election of Members to SAC
The SAC shall facilitate a nomination and election procedure each year. The SAC shall appoint an election chair and subcommittee to facilitate and oversee the election process. Elections are open to all eligible salaried, non-faculty employees whose employment is at least .75 FTE per fiscal year. Nominees must confirm willingness and availability to serve in the position if they are elected.
An official ballot will be prepared by the election chair and subcommittee and distributed by the end of March. All votes received on or before the specified due date shall be counted. In the event no candidate receives a majority, the SAC committee chair and the election chair shall employ a means of chance to select a winner. The results will be announced through appropriate publicity channels.
The SAC committee will have the responsibility to fill vacant seats as members transfer or terminate. Refer to Section 7. Vacancies.
Section 5. Responsibilities of Members
Each committee member shall attend meetings and shall vote on matters of business transacted by SAC. In addition, committee members shall disseminate pertinent information from the SAC to staff employees within their division and shall receive and report to SAC suggestions offered and issues raised by their constituents.
Section 6. Duties of Officers
Chair. The principle duties of the chair shall be to preside at all meetings of the committee and to supervise, direct, and promote the goals and objectives as set forth by the committee.
Vice-Chair. The principle duties of the vice chair shall be to discharge the duties of the chair in the event of the absence of the chair and to accept and discharge such special assignments as may be made by the chair. The vice chair assumes the duties of the chair after one year.
Recorder. The principle duties of the recorder shall be to keep a true and accurate record of the proceedings of all meetings of the committee and to systematically and safely keep such books, papers, records, and documents pertaining to the business of the committee.
Section 7. Vacancies
Should the chair leave office during the term, the vice chair shall become acting chair, assuming the duties as stated in Section 6. Should the vice chair be unable to assume the duties of chair, a member of the SAC shall be appointed to the position of chair, by majority vote of the committee, for the remainder of the term.
Should the vice chair or recorder positions be vacated, a member of the SAC shall be appointed to each position by majority vote of the committee to fill the position for the remainder of the term.
When a seat is prematurely vacated within a division, ballots from the previous election (within the same division) will be examined. The nominee(s) receiving the next highest votes in said election shall be invited to fill the vacated seat(s). In the event the nominee(s) receiving the next highest votes results in a tie, the names of the nominees will be presented to SAC members to be voted upon. The nominee receiving the highest votes will be invited to fill the vacated seat(s). If it is determined that no person on the ballot can serve, a representative from the vacated division will be appointed by the VP over that division. The newly elected member will complete the vacated term.
In the event both the chair and the acting chair leave office during the same term a special election of the SAC must be held and completed within 30 days of such occurrence. The term of office of any person(s) elected in a special election will begin the day following the close of that election.
Section 8. Absences
Any member of the committee who after three unexcused absences from the SAC meetings in any one year of office as recorded in the minutes of such meetings, or after showing signs of gross neglect of duty as determined by the majority of committee members, may be removed from office by a two-thirds majority vote of the entire committee. In the event of such removal from office, vacancies will be filled via the special election procedure outlined in Section 7. Vacancies.
In case of hardship, electronic participation in meetings, to include approval of motions, shall be allowed, but these exceptions should be unusual and clearly documented. No member may vote by absentee ballot.
ARTICLE IV. MEETINGS
The SAC shall meet as needed, but no fewer than three times during the academic year. Two thirds of SAC members must be present to constitute a quorum for the transaction of business.
All meetings (except those mandated as private by GRAMA [Government Records and Access Management Act]) shall be open to any WSU employee. Robert’s Rules of Order shall be used in all meetings of SAC.
All members of the SAC (or designated representatives) shall have one vote each, except the advising chair. In the event of a tie, the advising chair may vote.
ARTICLE V. RULES AND AMENDMENTS
The By-laws shall govern SAC and shall be consistent with University policies and procedures. The By-laws may be changed or amended by a majority vote of the quorum.
Special Circumstances – Transition from Exempt Staff Advisory Committee (ESAC) and Non-exempt Staff Advisory Committee (NESAC) to SAC.
Members that were serving on either the ESAC or NESAC will continue to serve and complete their term. New members will be elected to fill the positions as needed to make a complete committee. Effort should be made to stagger the election of new members and would include allowing a member to resign early or extend a year if two members of the same classification and in the same area are due to complete their term of service at the same time. Resignation or extension can also be allowed if needed to keep the number of non-exempt and exempt committee balanced until 2016 when the transition should be complete.