Bylaws

BYLAWS OF THE NON-EXEMPT STAFF COUNCIL
 as adopted on March 6, 2003

I.  PURPOSE
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.
 
II. MEMBERSHIP
 
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 one (1) 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.  In exceptional circumstances 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.
 
III. MEETINGS
 
A. Meetings are scheduled for the second Wednesday of 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 twice per academic year, usually in September and 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 Senior Vice President for Finance.  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 Committee chairs.
 
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 members.
 
D.  Other officers will be chosen at 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     

A. Chair

 
1. Presides at all meetings of the committee.
 
2. Prepares an agenda for each meeting.  Informs members of upcoming meeting 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 Chair.
 
6. Reviews the minutes as prepared by the Secretary, consults with
Senior Officer Liaison and Vice-Chair, and returns minutes to
Secretary for distribution.
 
7. Reserves rooms and times for all meetings, and ensures that
arrangements for light refreshments are made.
 
8. Helps identify and encourage new members for the committee.

B. Vice-Chair

 
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 chairis unable to complete his/her term of office.
 
6. Heads Nomination Committee
 
7. Helps identify and encourage new members for the committee

C.  Recording Secretary

 
1. Records 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 mailbox 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 committee.

D.  Standing Committee Chairs

 
1.Staff Seminar – 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 Liaison

 
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 expenditures.
 
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.
 
VI.  Nominations
 
A. The committee will be responsible for recruiting new members.
 
B. During the month of March, the 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 meeting minutes.
 
C. Recommendation forms will be returned to the Vice Chair.  The Vice 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.