Administrative Staff Council

By-Laws

I. Name
Administrative/Staff Council of Saint Joseph's University (ASC).


II. Composition & Purpose
Section A: Identity

  1. Administrative/Staff Council - All members of the Administrative Association and all members of the Staff Association.
  2. Administrative Association - All part time & full time non-unionized, non-faculty, non-cabinet administrators & professional personnel, herein referred to as Administrative.
  3. Staff Association - All full time & part time non-unionized, non-faculty clerical, technical & service personnel herein referred to as Staff.
Section B: Statement of Intent
  1. To facilitate communication among all members of the Associations and between members of the Associations and other members of the University community.
  2. To promote an environment in which all persons are treated fairly, with respect and dignity.
  3. To develop an effective mechanism through which members of the Associations help determine the goals of the University and influence the decisions that affect all members of the University community.

N.B. The Staff Association, the Administrative Association, and the Administrative/Staff Council are in no way decision-making bodies with regard to grievances, labor disputes, benefits, wages, rates of pay, or hours of employment, although they may provide forums where certain aspects of these items may be discussed for the purpose of making appropriate recommendations.


III. Structure
Section A: Structure of Associations

  • Each Association will elect officers to represent them according to Section IV of these Bylaws. They will consist of Chair, Vice-Chair, Recorder, Treasurer, and two additional members at large for a total of six elected officials.
Section B: Structure of Administrative/Staff Council
  • The Administrative/Staff Council is comprised of the six elected officers from each of the two Associations, herein referred to as the Executive Committee, and all other Association members present at the ASC meetings. There may be one non-voting representative each from the University Human Resources Office and the Faculty Senate.
Section C: Structure of Executive Committee
  • The Executive Committee is comprised of the elected officers from each Association. The Chair of the Executive Committee will be determined by a rotation between each Association's chair, each to serve for a term of one year, with the (Staff or Administrative) Association chair to serve the initial term as Executive Committee Chair. The other Association chair will be the Executive Committee Vice-Chair. There may be one non-voting representative each from the University Human Resources Office and the Faculty Senate on the Executive Committee.

IV. Election of Officers
Section A: Nominations

  • Each Association's ad-hoc elections committee will solicit nominations from all Association members as defined in Part VI, Section B of this document. All Association members with at least one (1) year of employment, whether full time or part time, with the University are eligible to hold office.
Section B: Procedures
  1. Election ballots will be sent by campus mail for all six officers of each Association. They shall be returned by campus mail sealed in the supplied ballot envelope.
  2. Elections are won by plurality of all those voting. In the event of a tie there shall be a run-off election of the candidates who have an equal number of votes.
  3. Chair and vice-chair of the Executive Committee for the ASC will automatically be held by the chairs of each Association. The chair position will rotate between each Association on a one year basis. Vice-chair will be the other Association's chair.
  4. From the remaining ten members of the Executive Committee a treasurer and recorder for the ASC will be elected by a simple majority of the Executive Committee. The serving treasurer and recorder of the Executive Committee will be representatives of different Associations.
Section C: Term of Office
  • Association elections will be held in September and officers' terms start October 1. All officers will be elected to a two year term of office. Officers' terms will be staggered to every other year so three officers will be elected each year to each Association. Officers will be limited to 2 consecutive full terms on any one Association's elected position.
Section D: Vacancies
  • All remaining Association officers shall select someone to fill vacancies until the next scheduled election.

V. Duties of Officers
Section A: Association Officers
Chair Responsibilities:

  1. Preside at their respective Association meetings.
  2. Make appointments and delegate duties.
  3. Participate in the preparation of the annual written report of the ASC.
  4. Speak officially for their respective Association.
  5. Assist and confer with vice-chair on any questions or issues that arise between meetings.
  6. Report to their respective Association all actions taken in the name of their Association.
  7. Serve as Association representative on the University Council.
  8. Perform additional duties as deemed appropriate by their Association.
Vice-Chair Responsibilities:
  1. Preside at all meetings in the absence of the chair.
  2. Coordinate their respective Association's election.
  3. Serve as Association representative on the University Council.
  4. Perform additional duties as deemed appropriate by their Association.
Recorder Responsibilities:
  1. Maintain and distribute all minutes, records and proposals of respective Associations.
  2. Inform Association members of upcoming meetings.
  3. Distribute all minutes, records and proposals of Association meetings in conjunction with the Communication Committee.
  4. Record the number in attendance at meetings and record all votes of their respective Association.
  5. Perform additional duties as deemed appropriate by their Association.
Treasurer Responsibilities:
  1. Oversee all budget concerns for their respective Association.
  2. Keep records of all monetary concerns of their respective Association.
  3. Prepare annual budget for their respective Association.
  4. Apply for University funds annually on behalf of their respective Association.
  5. Perform additional duties as deemed appropriate by their Association.
At-Large Members Responsibilities:
  • There shall be two (2) at-large members from each Association with the responsibility to perform additional duties as deemed appropriate by their Association.
Section B: Council Officers
Chair Responsibilities:
  1. Preside at all meetings.
  2. Make nominations for representatives to serve on University committees, pending Executive Committee approval.
  3. Speak officially for ASC to University community.
  4. Present annual written report to ASC membership and the University as a whole on activities of ASC.
  5. Serve as an ex-officio member of all committees.
  6. Perform additional duties as deemed appropriate by ASC.
  7. Contact Human Resources and Faculty Senate about their representation on the ASC.
Vice-Chair Responsibilities:
  1. Preside at all meetings in the absence of the chair.
  2. Coordinate all ASC elections.
  3. Coordinate ratification voting for all proposed amendments to ASC bylaws.
  4. Serve as Parliamentarian and "Keeper of the Laws."
  5. Serve as an ex-officio member of all committees.
  6. Perform additional duties as deemed appropriate by ASC.
Recorder Responsibilities:
  1. Maintain and distribute all minutes, records and proposals of ASC as appropriate.
  2. Record the number in attendance and record all votes of the ASC.
  3. Disseminate minutes, records, and proposals of ASC meetings and announce upcoming ASC meetings and their agendas in conjunction with the Communication Committee.
  4. Perform additional duties as deemed appropriate by ASC. Treasurer Responsibilities:
  5. Prepare annual budget for ASC.
  6. Apply for University funds annually on behalf of ASC.
  7. Maintain records of all financial expenditures and transactions for ASC.
  8. Perform additional duties as deemed appropriate by ASC.
At-Large Members Responsibilities:
  • There shall be eight (8) at-large members of the Executive Committee with the responsibility to perform additional duties as deemed necessary by the ASC.

VI. ASC Committees
There shall be two (2) kinds of committees: standing committees, and ad hoc committees, both of which are advisory only.

Section A: Standing Committees

  1. All members of the Associations are eligible to serve on standing committees. Two co-chairs, one from each Association shall be appointed by the Executive Committee of Council for a term of one year with eligibility for reappointment.
  2. Standing Committees shall conduct studies, develop and propose recommendations within the area of their respective expertise. Individual topics of study may be mandated by the Associations, by the Administrative/Staff Council, or by the University administration. Agenda is determined by the co-chairs, with the approval of the committee membership.
  3. Standing committees shall function as an instrument of continuing evaluation in its area of competence and responsibility.
  4. Standing Committees shall have the authority to establish subcommittees as deemed appropriate.
  5. Standing committees shall meet at least two times each semester. The meeting shall be open and announced with a published agenda. Members may reserve time on the agenda with prior notice to the co-chair.
  6. There shall be four (4) Standing Committees of the Administrative/Staff Council: a Quality of Life Committee, a Training/Development Committee, a Communications Committee, and a Community Service/Social Committee.
    1. Standing Committee on Quality of Life - This committee shall research and study issues relevant to the Associations' membership. These issues may include health and wellness, child care, and the work environment. The Quality of Life Committee Co-Chairs shall represent the Council on the President's Advisory Committee on Compensation.
    2. Standing Committee on Training/Development - This committee shall evaluate and recommend programs appropriate to the professional and personal development of all members of the Associations.
    3. Standing Committee on Communication - This committee shall provide to members of Associations information relevant to activities of the Council and the Association and foster communication for all members of the University community.
    4. Standing Committee on Community Service/Social - This committee shall make available to the University community opportunities to foster collegiality, to provide social interaction, and to initiate voluntary service activities within the University.

Section B: Ad Hoc Committees

  • The Chair of the Administrative/Staff Council may establish ad hoc committees to address issues of concern to members of the Association. The co-chair of each ad hoc committee shall be appointed by the Executive Committee of Council. There shall be at least one Executive Committee member on each ad hoc committee. Ad hoc committees shall be composed of members from both Associations.
  • The Council shall establish an ad hoc Elections Committee for each Association to solicit nominations and conduct elections of Association officers.

Section C: Committee Reports and Subsequent Action

  • Standing and ad hoc committees shall report to the Council on all topics under review. In addition, the standing committee shall provide all members of the Associations an opportunity to be heard in the decision making process. Administrative/Staff Council shall have the authority by majority vote to act on reports and recommendations from Standing and Ad Hoc Committees in the following ways:
    1. to approve or reject and send on to the President of the University or the President's representative
    2. to amend
    3. to return to committee

Section D: Minutes of the Standing Committees

  • All reports of standing and ad hoc committees shall be distributed to all members of the Executive Committee of Council and made available upon request to any member of the Associations.

VII. Meetings & Order of Business

Section A: Administrative/Staff Council Meetings

  1. At least three (3) meetings annually shall be held of the Administrative/Staff Council. Additional Council meetings may be called by the chair of either Association when deemed necessary.
  2. All members of the ASC shall be given written notice of all ASC meetings and may attend with full rights of discussion.
  3. The agenda shall be set by the Executive Committee of the ASC. New Business may be considered upon request of any Council member present, but may not be voted upon at that meeting.
  4. A quorum of 50% plus one of the Executive Committee is necessary to vote on any issue at an ASC meeting. A vote on any issue, except where otherwise specified in Part VIII of these Bylaws, requires a majority of those Executive Committee members present and voting. In the event of a tie vote, the issue will be considered defeated.
  5. Upon the request of any ASC member attending, the Executive Committee must take a consultative vote of all attending ASC members. These actions are a way for the Executive Committee to observe the opinion of the attending ASC members on an issue.
  6. When a quorum of 40% plus one of all ASC members is present, their vote shall be definitive; otherwise, the vote of the Executive Committee shall be definitive.
  7. All resolutions approved by the ASC shall be sent to the President or the President's representative for consideration and response.

Section B: Executive Committee Meetings

  • The executive committee of ASC shall schedule at least three meetings annually. Additional meetings may be scheduled by the Chair of either Association when deemed appropriate. The chair and vice-chair will set the agenda for the Executive Committee meetings. All Executive Committee members will be given written notice of all meetings and meeting agendas. A quorum is 50% plus one of all Executive Committee members; and a majority of those present and voting is necessary to decide an issue, except where otherwise specified. (See Bylaws Part VIII)

Section C: Associations-Regular Meetings

  • There shall be at least three (3) meetings annually of each Association during designated working hours. Sufficient written notice shall be provided to allow members to adjust their schedules to attend. A tentative time and location for the next meeting shall be decided upon at each regular meeting. The officers of each Association shall set the agenda of all Association meetings. All issues shall be decided by a majority of those present and voting. A quorum shall be 20% of all members of each association and must include a majority of the Association Officers. Additional Association meetings may be called by the chair of the Association as deemed necessary.

VIII. Amendments & Ratification

Section A: Proposal of Amendments:

  • An amendment may be proposed by an absolute majority of all Executive Committee members or by ten (10) percent of the members of either Association.

Section B: Ratification:

  • The Bylaws of the Staff Association, the Administrative Association, and the Staff/Administrative Council, and any amendment thereto, shall be ratified upon submission in writing of same to all members of both Associations and upon approval of two-thirds of all those voting, provided that a majority of those eligible to vote in each Association has voted. All voting shall be done by written ballot.