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Staff Advisory Council meeting spot, the Mary Reed Building

About the Staff Advisory Council

Bylaws

ARTICLE I - Name, Purpose and History

Name

This Council was established by the vice chancellor for Business & Financial Affairs on September 13, 1978, and is named the Staff Advisory Council of the University of Denver. It is sometimes hereinafter referred to as the Council or SAC.

Purpose

The purpose of the Staff Advisory Council is:

  1. To be aware of the concerns of the staff (defined as appointed personnel other than faculty and union employees) (hereinafter "Staff") relating to the management and administration of the University and to make recommendations to the University administration on matters of concern to the Staff.
  2. To provide a means for the exchange and dissemination of information among and for University of Denver staff relative to problems, procedures and policies.
  3. To promote unity, cooperation, loyalty among all staff of the University of Denver.
  4. To work with any and all similar councils, groups, or bodies of the University to fulfill the aforementioned purposes.
ARTICLE II - Membership

All Staff of the University of Denver who have completed at least 6 (six) months of employment with the University are eligible for membership on the Staff Advisory Council.

The Staff Advisory Council membership shall consist of a representative from each Division of the University based upon the School/Division structure described in Section I of University Policy 2.10.020, Budgetary Responsibility and Structure.  Each elected member shall serve a two-year term.

Position terms will be staggered so that one half of the position terms will expire in any given year. Elections shall be held in August in areas having a vacancy, with the new members officially beginning their duties each September.

A. Elected Positions

Each Division of the University shall have a minimum of one (1) elected position on the Council. The executive committee will be responsible for reviewing the allocation of representatives each July and, if necessary, making adjustments to reflect the size of each Division or other factor that should influence the level of representation on the Council.  If the open election does not produce a representative in a Division, the Division head shall appoint a person(s) to the Council.  The appointed person shall serve a two-year term.

B. Appointed Positions (3)

In addition to the elected position, there shall be three (3) at-large positions filled through appointment by the following entities:

  • The Chancellor shall be entitled to designate a person to fill one (1) appointed at-large position.
  • The Provost shall be entitled to designate a person to fill one (1) appointed at-large position.
  • The Vice Chancellor of Business and Finance shall be entitled to designate a person to fill one (1) appointed at-large position.

C. Vacancies occurring mid-term

  • Elected positions: Vacancies in elected positions will be filled for the remainder of the term through appointment by the department head of the area represented by the vacating member or through nominations to fill the vacancy from the vacating member.
  • Appointed positions: Vacancies in appointed positions will be filled for the remainder of the term by the appointing individual (as identified in subsection II B.). An appointing individual may consider nominations to fill the vacancy made by the vacating member or others in the area.
ARTICLE III - Officers and Executive Committee

Officers of the Council shall be a President, Vice President/President-Elect, Treasurer, Secretary/Assistant Secretary, Webmaster and Past President. This group constitutes the Executive Committee.

The officers of the Council shall be elected for two-year terms, with the exception of the Treasurer and Secretary/Assistant Secretary, which shall be elected for a one-year term. The officers shall be elected by majority vote of the Council annually or as vacancies occur. Officers may succeed themselves, if reelected by a two-thirds vote. Voting will be by written ballot.

A. The PRESIDENT shall:

  • Prepare an agenda for each meeting.
  • Preside at all meetings and enforce all policies established by the Council.
  • Appoint subcommittees subject to approval by the Executive Committee.
  • Call special meetings for the Council and the Executive Committee after notifying the full Council at least forty-eight (48) hours in advance.
  • Approve all communications regarding the Council or its activities.
  • Speak for the Council or designate another member of the Council to speak for the Council.
  • Be responsible for all fiscal matters of the Council.
  • Prepare an annual budget request for the Council's approval and submission to the vice chancellor for Business & Financial Affairs.
  • Delegate duties to Council members as appropriate.
  • Serve on the SAC in an advisory capacity as Past President for the period of two (2) years after his/her term ends.

B. The VICE PRESIDENT/PRESIDENT-ELECT shall:

  • Succeed the current President, at the end of his/her term.
  • In the absence of the President, preside at Council meetings with the powers and prerogatives of the President.

The position of the President and Vice President/President-Elect may be separate from the appointed or elected position of their respective division. The Division head may encourage an additional representative to be elected or appointed, following the procedures identified in Article II.

C. The SECRETARY and ASSISTANT SECRETARIES shall:

  • Record the minutes of all regular and special Council meetings.
  • Record the minutes of all regular and special Executive Committee meetings.
  • Maintain minutes electronically to be passed on to the succeeding secretary.
  • Distribute copies of the minutes one week following the meeting.
  • Keep a record of attendance of members, excused and unexcused absences, and keep the President informed of these absences.
  • Notify members of all meetings in conjunction with the president.

Records and minutes of all regular and special meetings may be made by an Assistant Secretary as deemed appropriate by the Council. If an Assistant Secretary has been elected, the position follows the requirements as established in Article III.

D. The TREASURER shall:

  • Keep accurate records of all expenditures.
  • Prepare all SAC expenses for Committee (or Subcommittee) Chair's signature.
  • Present quarterly expense reports to the Executive Committee, Subcommittee chairs and the Council.
  • Work with the President on the Council's annual budget request.

E. The WEBMASTER shall:

  • Be responsible for keeping any online material up-to-date and current.
  • Maintain the Council's website.
  • Establish and maintain other forms of online communication as requested by the Council.

All online communication shall be done in accordance with the current web policies and procedures of the University.

F. The PAST PRESIDENT shall:

  • Coach and assist the President in his/her role.
  • Increase and manage membership.
  • Chair the awards committee.

G. The EXECUTIVE COMMITTEE shall:

  • Hold special meetings to handle affairs for the Council when the majority of the Executive Committee determines that time does not permit a full meeting of the Council.
  • Approve the appointments to subcommittees made by the President.
  • Be responsible for awarding monetary gifts to qualifying individuals from the Staff Benevolent Fund.
  • Be responsible for preparing and maintaining a handbook that includes all of SAC's policies, procedures, and any other necessary information. This handbook is to be a guide for the Executive Committee to operate the SAC.
ARTICLE IV - TERMS OF OFFICE OF COUNCIL MEMBERS

The Council shall be composed of elected or appointed members of all Divisions of the University for terms described in Article II. Incumbent representative shall be allowed to be reelected to the Council.

Members are expected to attend the monthly meetings unless their official duties interfere. If unable to attend a meeting, members are encouraged to send a representative from their area on their behalf.

If a council member decides to resign, the person should inform the President by a written notice of their resignation which shall become effective immediately upon receipt by the President.

ARTICLE V - MEETINGS

Meetings shall be held on a monthly basis with notice given to each member five (5) days in advance. If the President or Vice President determine that a scheduled meeting is not required or may not be conveniently held when scheduled, it may be canceled or rescheduled.

Special meetings may be called with forty-eight (48) hour notice by the President, by majority of the Executive Committee, a majority of the Council’s members, or at the request of the Vice Chancellor for Business & Financial Affairs.

Every Council meeting is open to all employees of the University. Council meetings shall proceed from an agenda, and non-Council members wishing to address items on the agenda must inform the President in advance of the meeting. Only members of the Council may have voting privileges.

A minimum of fifty (50) percent plus one of the total voting body of the Council shall constitute a quorum for the transaction of business at any meeting of the Council.

ARTICLE VI - COMMITTEES

The formation of a committee shall be approved by a majority vote of the Staff Advisory Council. Committees shall act as forums for study and consideration of issues and activities and shall make recommendations to the Council. All proposals and recommendations of committees must be made to the Council at the monthly meeting and approved by a majority Council vote.

Members of a committee may consist of both members and non-members of the Council who are Staff. Membership on a committee shall be on a volunteer basis, though every member must serve on at least one (1) committee per year served on the Council.

Meetings of the standing committees shall be called upon the request of the chairperson of the committee, the Present of the Council, or a majority of the members of the committee.

Each committee shall have a Chair who will be responsible for the budgetary, administrative and project coordination of all committee functions. The Chair will also preside over all committee meetings and be responsible for the general reporting of committee activities to the Council at the monthly Council meeting. The Chair shall be elected by the committee members or appointed by the Executive Committee. The Chair may also be required to attend Executive Committee meetings as necessary.

All committees shall submit a yearly budget of planned expenses to the Council for approval. Once approved, they are to then consider themselves bound by that budget unless granted approval by a majority Council vote to change focus or to expand of the approved budget. Expenditures under $100.00 that are included in a committee's Council-approved budget may be made following approval by a majority vote of the committee and approval by the Council President. Expenditures over $100.00 shall require a majority vote of the Council before being made.

In addition to the Executive Committee, the Staff Advisory Council shall have the following standing committees and subcommittees:

A. Staff Issues Committee shall:

  • Address any staff issue(s) that surface at any of the meetings through collaborating on a solution, including drafting proposals to add/change/amend any DU policies and procedures affecting the well-being and productivity of the staff, and present those findings to the Executive Committee.
  • Provide status updates at the regular council meetings, or when the President requests such update.

B. The Employee Recognition Committee shall:

  • Focus on acknowledging the contributions of the Staff by soliciting and reviewing all nominations from staff for the staff awards ceremony at the annual Convocation.
  • Be responsible for providing a short summary/bio of the staff member receiving the award, to be read at the time of the award presentation.

C. The Outreach Committee shall:

  • Represent the SAC at events such as orientation, benefits fair, and other University led events for staff.
  • Host events that promote unity and collaboration among staff, faculty, and students.
  • Be involved in the recruiting of new members and/or replacements of members across campus.
  • Be responsible to work with the Webmaster to keep the website and promotional information up-to-date, as well as provide new content for the website.

D. The Community and Events Committee shall:

  • Focus on building a sense of community among staff members (as well as the University’s immediate neighborhoods), generally through separate, event-specific subcommittee including, but not limited to, the following: Coat Drive, Staff Appreciation Picnic, Egg Hunt, and Take-Your-Child-to-Work Day.

E. The Election Committee shall:

  • Focus each June on University-wide elections of members to the Council.
  • Be composed of members who are not up for reelection.
  • Select one of its members to serve as the chair of the committee. The election committee chair will preside over the meetings of the election committee and report back to the Council and the Executive committee as needed or requested. The duties and timelines of the election committee will be described in the election code. The election code may not be modified without a majority vote of the Council.

a) Election Code

The election code can only be changed or amended by a majority vote of the responding Staff Advisory Council members. The election committee will follow the election code for conducting regular elections for SAC membership. No member of the SAC can be on the election committee if their position is up for re-election.

If special elections are to be held, the election code will be a guide for holding those elections.

b) Other Subcommittees may be formed as deemed necessary or desired by the Council.

ARTICLE VII - Amendments to Bylaws

An amendment to the Bylaws may be proposed by the Council members in writing to the President and circulated to all members of the Council two weeks prior to a regularly scheduled meeting. After review by the Council, the proposed amendment must receive an affirmative vote of two-thirds of the voting Council members and shall not thereafter become effective until approval by University Counsel as being consistent with established University policies and procedures.

  • SAC approval on April 19, 1995.

  • SAC approved Amendments on April 18, 2001.

  • SAC approved an amendment to Article III on February 19, 2003.

  • SAC approved an amendment to Article II, Section B, Item 5, on April 9, 2003.

  • SAC amended and reenacted by the University Counsel, June 13, 2012.