BYLAWS OF THE
NON-EXEMPT STAFF COUNCIL
as adopted on May
The committee functions in the interest of Trinity
College Administrative Staff employees on the bi-weekly payroll. The committee serves as a liaison between the
Administration of the College and Administrative Staff and makes
recommendations designed to strengthen and improve communications, the working
environment, and the Trinity community.
On behalf of administrative staff, the committee brings forward concerns,
issues and ideas to the attention of the appropriate College administrators via
the Senior Officer Liaison as appointed by the President of the College.
A. Membership on the committee is open to any regularly
scheduled administrative staff member in good standing on the bi-weekly payroll
including part-time employees, not represented by another organization, who has
completed six (6) months academic year of employment.
B. The committee will consist of seven (7) volunteer
members and no more than ten (10) voting members. Campus Safety may have up to two members, but
only one vote. Each member serves a
two-year term. The committee may vote to
increase the term of a member to a third year.
C. The goal of the committee is to have as many areas of
the College represented as possible.
D. Staff members who have served on the committee may
volunteer to serve again after one (1) academic year has passed.
A. Meetings are scheduled once a month each month
(September-June) during regular business hours.
B. Members are expected to attend all meetings. Service on the committee is voluntary and
carries no monetary compensation.
C. The June meeting will also consist of a luncheon to
welcome new members.
D. The committee will hold open meetings with the entire
administrative staff once per academic year, usually in January.
E. The committee will follow accepted College procedures
and consult with the Senior Officer Liaison before making any
recommendations. If proposed changes in
College policy or procedures are involved, the Senior Office Liaison consults
with the Senior Vice President for Finance for approval and action.
F. In some exceptional circumstances, the committee may
choose to go into executive session without the presence of the Senior Officer
Liaison. A report of the substance of
this meeting will be promptly provided to the Senior Officer Liaison.
G. The committee members agree to follow rules governing
receipt of confidential information. Information of a confidential nature
received through the committee will be kept as such, unless it is decided by
the committee that action or follow-up is appropriate or required by law. Minutes of such discussions will not be
promulgated, and notes will not be taken.
H. Committee meetings do not utilize formal voting or
parliamentary procedures, although at times those procedures may be implemented
if deemed appropriate. The committee
will strive to arrive at consensus through collaborative effort.
I. Each member
should be familiar with the Bylaws and have access to past minutes.
J. Issues which
cannot be satisfactorily resolved at the committee level will be brought to the
attention of the Vice President for Finance and Operations, and Treasurer. If a resolution is not reached, the issue may
be brought to the President of the College for review.
IV. SELECTION OF OFFICERS
A. Officers of the
committee will be Chair, Vice-Chair, Recording Secretary, and Standing
B. Officers of the
committee will serve a one-year term, from July 1 to the following June
30. Officers may serve a second term in
the same office.
C. The Chair of
the committee normally will be the Vice-Chair from the preceding year. This should be verified at the May
meeting. If the Vice-Chair is unable to
assume the position, a new Chair will be chosen from among the returning
D. Other officers
will be chosen before the September meeting.
It is preferable that the Vice-Chair be a new member, who is willing to
serve as Chair the following year.
V. DUTIES OF
OFFICERS AND MEMBERS
1. Presides at all
meetings of the committee.
2. Prepares an agenda for each meeting. Informs members of upcoming meetings at least
two days in advance.
3. Appoints other committees as necessary.
4. Consults regularly with the Senior Officer Liaison.
5. Maintains records and prepares them for the next
6. Reviews the minutes as prepared by the Secretary,
Senior Officer Liaison and Vice-Chair, and returns
Secretary for distribution.
7. Reserves rooms and times for all meetings, and ensures
arrangements for light refreshments are made.
8. Helps identify and encourage new members for the
1. Presides at
meetings in the absence of the Chair.
2. Consults regularly with the Chair.
3. Consults with the Chair on meeting agenda.
4. Reviews minutes with the Chair.
5. Assumes the Chair for the remainder of the term in the
event the chair is unable to complete his/her term of office.
6. Helps identify and encourage new members for the
accurate minutes of each meeting.
2. Prepares minutes in a timely fashion and forwards to
the Chair, Vice-Chair and Senior Officer Liaison for review. Distributes minutes to Administrative Staff.
3. Maintains the minutes for his/her term of office and
passes them on to the successor, along with the historic records.
4. Checks contents of the committee email firstname.lastname@example.org prior to each meeting and
forwards any items to the Chair for inclusion in the agenda.
5. Helps identify and encourage new members for the
1. Staff Spring
Retreat – Chair is responsible for appointing a committee to plan, organize and
execute the event following prior event guidelines. Committee members may be drawn
from the administrative staff at large.
2. Special Events – Chair is responsible for appointing a
committee to plan, organize and execute the events. Committee members may be drawn from the
administrative staff at large.
3. New Employee Welcoming Committee – Chair is
responsible for contacting Human Resources monthly for names of new employees,
and distributing committee materials.
E. Senior Officer
1. Represents the
Administrative Staff to the Senior Vice-President for Finance and President of
the College in an ex officio capacity.
2. Serves as Treasurer of the committee and approves all
3. Serves as advisor for procedural questions and issues
and responds to issues and concerns raised by the committee.
4. Follows through as appropriate with the Senior
Vice-President for Finance and/or President.
A. The committee will be responsible for recruiting new
B. During the month of March, the chair/vice chair will
distribute the committee recommendation forms to all eligible administrative
staff members soliciting recommendations for new members. These normally will be attached to the March
C. Recommendation forms will be returned to the committee
email. The Chair will ask if the
individual is willing to serve on the committee. Written agreement from the volunteer will
constitute willingness to serve.
D. If staff members agreeing to serve on the committee
bring the total membership to more than ten (10), the committee will review all
volunteers and select members who will represent the broadest range of
departments and functions on campus. The
remainder of staff members will be advised of alternate status, and should
someone step down during a term of office, he/she would be asked to fill the
open position on the committee. In the
event of multiple volunteers from the same area, years of service will be the
determining factor in selection.
VII. REVISIONS TO THE BYLAWS
A. Revision(s) to the Bylaws may be proposed at any
meeting. If five (5) members support the
proposal, such proposal will be put in writing by its author for consideration
at the next committee meeting.
B. If approved by the committee, the Senior Officer
Liaison will forward the revision(s) to the Senior Vice President for Finance
and the President of the College for review.
C. The revision(s) must be approved by the Senior Officer
Liaison, the Vice President for Finance and the President of the College.
D. When approved, the revision(s) to the Bylaws will be
reported to the staff via the published minutes.