EXEMPT STAFF COUNCIL BYLAWS
Approved by President’s Staff on April 28, 2008, Revised 2/1/2013
The Exempt Staff Council shall serve as a communicative and recommending body that will consider, discuss and seek to resolve issues that originate with its constituency, the council or the University of St. Thomas senior administration.
ARTICLE I: NAME AND CONSTITUENCY OF ORGANIZATION
The name of the organization shall be the Exempt Staff Council.
Constituency shall mean regular full and part time employees of the University of St Thomas classified as exempt according to the regulatory provisions of the Federal Fair Labor Standards Act, with the exception of: employees who are members of the Academic and Administrative Advisory Committee and above; employees who are tenured faculty members; employees who are non-tenured but hold a faculty contract; or employees whose primary affiliation with the university is as adjunct faculty. Those employees whose primary position is as an exempt staff member and who may teach an occasional course as an adjunct are considered part of this constituency.
ARTICLE II: AUTHORITY AND OBJECTIVES
The Exempt Staff Council, authorized by the President, reports jointly to the Executive Vice President and Chief Administrative Officer and the Executive Vice President and Chief Academic Officer.
- The Exempt Staff Council shall serve as a communicative and recommending body, to consider and discuss issues that originate with its constituency or that are referred to it by the University of St. Thomas senior administration,
- The Exempt Staff Council shall serve as a forum to foster communication at all levels of the institution, to advise in decision-making processes affecting its constituents, and, in general, to focus on cooperation, improved morale and advancing the mission of the University of St Thomas.
- The Exempt Staff Council shall be the recognized body for recommending exempt staff as appropriate to serve on standing committees of the university, task forces and ad hoc committees that support the educational mission of the university, and other committees that request exempt staff participation
- The Exempt Staff Council shall work to promote opportunities for exempt staff development.
- The Exempt Staff Council shall work to promote effective communication and issue resolution by inviting the appropriate Senior Administrator or Department Head to attend fact finding meetings and facilitate solutions.
- The Exempt Staff Council will not replace channels and processes that would more appropriately be handled by Human Resources or individual departments. Neither does the council represent or intend to represent itself as a labor organization.
ARTICLE III: MEMBERSHIP AND REPRESENTATION
The Exempt Staff Council shall consist of ten (10) voting members elected for two year terms. An elected member may serve a maximum of two consecutive terms (4-years). A former ESC member may re-run for another single term of office (2 years) after being off ESC for at least one term (2 years). Representation shall be proportional from Academic Affairs (five seats), and Administrative Affairs (five seats). Council terms shall be arranged so that fifty percent of the members shall be up for election each year.
- Vacancies on the Exempt Staff Council, e.g. termination or resignation, shall be filled from those in the respective areas who received the next highest number of votes in the last election. Such vacancies will be filled for the balance of the original term.
- In the event of a transfer of an Exempt Staff Council member to an area other than the one from which s/he was elected, the member will continue to serve for the remainder of the elected term. If the new assignment includes a faculty appointment, the member is no longer included in the constituency group and the position shall be declared vacant.
- If for any reason a vacancy cannot be filled by the above means, the Coordinating Committee shall determine representation for that area.
ARTICLE IV: ELECTIONS
A. Exempt Staff Council Members
Elections for vacant positions on the Exempt Staff Council shall be held annually in April and shall be conducted through secret balloting under the supervision of the Elections Sub-committee.
- Information concerning vacancies and election procedures shall be distributed no later than the first of March.
- No later than March 15, constituents shall nominate candidates for the available Staff Council positions. Self-nominations are acceptable.
- Results of the nominations and a profile on each candidate shall be distributed promptly to the constituents.
- During the first week of April, each exempt employee may vote for the candidate(s) of her/his choice within the employee’s group.
- Election to office shall be determined by a simple majority vote. In the event of a tie for a single vacancy, a second ballot shall be cast to determine between the two candidates who received the most votes.
- Results of the election shall be distributed promptly to the constituency.
- Elected members shall begin service at the May meeting of the Exempt Staff Council.
B. Exempt Staff Council Officers
The officers of the Exempt Staff Council shall be nominated and elected at the May meeting. Voting shall be by a secret ballot under the supervision of the Elections Sub-committee. Election to office shall be determined by simple majority vote.
- In the event of a tie, a second ballot shall be cast to determine between the two candidates who received the most votes.
- Exempt Staff Council officers may succeed themselves.
ARTICLE V: OFFICERS AND THE COORDINATING COMMITTEE
The officers of the Exempt Staff Council shall be a chair, a vice chair, a communications and web site coordinator, and a budget and elections coordinator. Officers shall be elected from within the Exempt Staff Council at the May meeting each year or as vacancies occur. Officers serve a one-year term, and may be re-elected.
B. Coordinating Committee
The Coordinating Committee shall be comprised of the four officers of the Exempt Staff Council.
ARTICLE VI: RESPONSIBILITIES OF THE OFFICERS AND THE COORDINATING COMMITTEE
A. Responsibilities of the Coordinating Committee
The Coordinating Committee shall be responsible for scheduling regular Exempt Staff Council meetings, communicating and collaborating with the Nonexempt Staff Council and Faculty Governance, scheduling a full exempt staff meeting each semester, reviewing and editing of minutes, structuring the agenda, and formulating the annual budget. This committee shall meet monthly.
B. Responsibilities of the Officers
a) Preside at all Exempt Staff Council and Coordinating Committee meetings, and enforce the bylaws of the Exempt Staff Council.
b) Prepare and distribute an agenda prior to each Exempt Staff Council meeting in cooperation with the Coordinating Committee.
c) Schedule an annual meeting with the Executive Vice Presidents of the University.
d) Schedule an annual meeting with other senior administrators as appropriate.
e) Appoint committees and committee chairpersons with the approval of the Exempt Staff Council.
f) Coordinate with Non-Exempt Staff Council, appropriate faculty leadership (e.g. Faculty Affairs and Faculty Senate) and the coordinator for the Academic & Administrative Leadership Team.
2. Vice Chair
a) Preside over meetings in the absence of the Chair.
b) Schedule the full exempt staff meetings each semester
c) Perform other duties as assigned
3. Communications/Website Coordinator
a) Ensure the recording of the Exempt Staff Council meetings, and edit and submit the minutes to the Coordinating Committee for review or editing.
b) Ensure distribution of minutes and reports to Exempt Staff Council members within two weeks after each meeting.
c) Ensure distribution of minutes and reports to the constituency, the President, the Executive Vice Presidents and the Executive Assistant to the Executive Vice President/Chief Administrative Officer. Distribution shall be at least one week prior to the next scheduled meeting.
d) Develop and maintain the Exempt Staff Council web site.
e) Post meeting minutes, reports and other information in a timely fashion.
4. Budget and Elections Coordinator
a) Prepare an annual budget in conjunction with the Coordinating Committee and with the approval of the Exempt Staff Council.
b) Maintain records of all financial transactions and expenditures.
c) Handle all disbursements of the Exempt Staff Council funds.
d) Coordinate annual elections and act as chair of the Elections standing committee.
ARTICLE VII: COMMITTEES
The Exempt Staff Council shall accomplish its purpose through the function of two types of committees: Standing Committees and Ad Hoc Committees. Each member will serve on at least one committee per term.
A. Standing Committees
Standing Committees shall be established to consider ongoing matters of appropriate concern. These committees shall be composed of Exempt Staff Council members.
B. Ad Hoc Committees
Ad hoc committees shall be established as needed to consider specific items of interest. An Exempt Staff Council member shall chair these committees. Membership in such committees is open to any constituency member.
C. University Committees
Membership of university committees will be re-evaluated each year in May
ARTICLE VIII: MEETINGS AND PROCEDURES
The Exempt Staff Council shall meet once each month. An annual meeting shall be scheduled with the executive vice presidents by invitation of the Coordinating Committee. A full exempt staff meeting will be held each semester.
Exempt Staff Council members who cannot attend a scheduled meeting shall inform the Communications Coordinator prior to the meeting.
ARTICLE IX: AMENDMENTS
Any member of the exempt employee constituent group may propose amendments to these bylaws. Proposed amendments must be made to the chair in writing at least thirty (30) calendar days prior to a regularly scheduled meeting. The chair will distribute copies in advance to each Exempt Staff Council member. Adoption will be by a two-thirds majority of elected Exempt Staff Council members with proxy voting disallowed. Final approval is subject to the action of the President of the University.
Download the Bylaws
The bylaws can be downloaded in PDF format.
ESC Email and Web Publishing Guidelines
The Exempt Staff Council provides a website and periodic email communications to members of the exempt staff as a way to inform the group of upcoming events and council related initiatives. These communications are not meant to replace The Newsroom but rather to highlight information from the council as well as human resources and the president’s office.
Campus events, faculty/staff news, staff community news, and updates from the president’s office are pulled into the Exempt Staff Council website from The Newsroom via RSS feed. Events and information related to HR, the president’s office and ESC may also be posted directly to the ESC website and called out in emails to exempt staff. All other information should be promoted through The Newsroom.