EXEMPT STAFF COUNCIL BYLAWS
Approved by the President’s Cabinet on May 5, 2014. Original Bylaws were approved by President’s Staff on April 28, 2008, and revised 2/1/2013.
ARTICLE I: NAME AND CONSTITUENCY OF ORGANIZATION
A. Name The name of the organization is the Exempt Staff Council (ESC).
B. Constituency The constituency served by the ESC includes all regular full-time 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 and applicable policies of the university, with the exception of: employees who are members of the President’s Cabinet; employees who are tenured faculty members (even if such employees currently serve in an administrative staff position); employees who are non-tenured but hold a faculty contract; and 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 the ESC constituency.
ARTICLE II: AUTHORITY AND OBJECTIVES
A. Authority The ESC is an advisory body, authorized by the President and sponsored by the Human Resources Department, which provides support and oversight of the ESC and its budget.
B. Roles and Responsibilities The ESC:
ARTICLE III: MEMBERSHIP AND REPRESENTATION
A. Membership The ESC consists of ten (10) voting members, each of whom must be in the constituency at the time of election and remain in the constituency for the duration of the term.
B. Term and Term Limits Members are elected from among the constituency for two-year terms, in accordance with the election procedures detailed in Article IV. An elected member may serve a maximum of two consecutive terms (4 years in all). A former ESC member may run for another single term of office (2 years) after being off the ESC for at least one term (2 years). No employee may serve on the ESC for more than three terms in all. ESC terms will be arranged so that fifty percent of the members are up for election each year.
C. Mid-Term Vacancies
D. Removal The ESC can remove members by a 2/3 majority vote of its members.
ARTICLE IV: ELECTIONS
A. Election of Members Elections for vacant ESC positions will be held annually in April, conducted through secret balloting under the supervision of the Elections Sub-committee, which reports to the Coordinating Committee.
B. Election of Officers The officers of the ESC (as set forth in Article V) will be nominated and elected at the May meeting. Self-nominations are acceptable. Voting will be by a secret ballot under the supervision of the Elections Sub-committee. Election to office will be determined by simple majority vote.
ARTICLE V: OFFICERS AND THE COORDINATING COMMITTEE
A. Officers The ESC officers will be a chair, a vice chair, a communications coordinator, and a budget and elections coordinator. Officers will be elected from within the ESC at the May meeting each year or as a vacancy occurs. Officers serve a one-year term, and may be re-elected. Officers who are elected to fill a vacancy that occurs between elections will be elected for the remainder of the vacated term.
B. Coordinating Committee The Coordinating Committee will be comprised of the four ESC officers.
ARTICLE VI: RESPONSIBILITIES OF THE OFFICERS AND THE COORDINATING COMMITTEE
A. Responsibilities of the Coordinating Committee The Coordinating Committee is responsible for scheduling regular ESC meetings, communicating and collaborating with the Non-Exempt Staff Council, Faculty Governance bodies and the university administration, scheduling a full exempt staff meeting each semester, reviewing and editing meeting minutes, structuring meeting agendas, and formulating the annual budget. This committee will meet monthly.
B. Responsibilities of the Officers
ARTICLE VII: COMMITTEES
The ESC will 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 will be established to consider ongoing matters of appropriate concern. These committees will be composed of ESC members.
B. Ad Hoc Committees Ad hoc committees will be established as needed to consider specific items of interest. An ESC member will chair these committees. Membership in the ad hoc committees is open to any constituency member.
C. University Committees Membership on university standing committees as a representative of the ESC will be re-evaluated each year in June or July. ESC members will serve only one year on a committee, unless no other ESC member wishes to assume the assignment and the current committee member consents to continue the assignment.
ARTICLE VIII: MEETINGS AND PROCEDURES
A. Meetings The ESC will meet approximately once each month. An annual meeting will be held with the member of the Human Resources Department as designated by the Associate Vice President for Human Resources. A meeting of the full constituency will be held each (fall and spring) semester.
B. Absences ESC members who cannot attend a scheduled meeting will inform an ESC officer prior to the meeting. Members who regularly miss meetings may be removed from office in accordance with these bylaws.
ARTICLE IX: AMENDMENTS
Any member of the constituency may propose amendments to these bylaws. Proposed amendments must be made to the ESC chair in writing at least thirty (30) calendar days prior to a regularly scheduled ESC meeting. The chair will distribute copies in advance to each ESC member. Adoption will be by a two-thirds majority of elected ESC members with proxy voting disallowed. Final approval is subject to the action of the President of the University.