January 9th, 2013
Article I –Statement of Purpose
1. Statementof Purpose: To Represent, Communicate, and inform the staff members of Gonzaga University.
2. The Staff Assembly shall exist to contribute to the success of Gonzaga University, to the growth and welfare of its staff employees, and to the promotion of a positive and supportive work environment. As a constituent organization, along with the Faculty Assembly and GSBA, the Staff Assembly shall operate as a recognized part of the University system to provide a forum for open communication and ongoing dialogue among staff and between staff and administration. The Assembly shall be a consultative and deliberative body with authority to make recommendations on all matters which have a significant bearing on the working environment of the staff. The Staff Assembly will serve as the official nominating body for staff representation to University committees that deal with topics which have an impact on staff employees and for other task forces and search committees as needed (e.g., Budget Committee).
Article II – Membership
1. The membership of the Staff Assembly shall consist of staff, professional, and administrative employees of Gonzaga University.
Article III - Staff Assembly Executive Council Officers
1. The voting members of the Executive Council of the Staff Assembly shall be comprised of twelve (12) members: President, Vice President, Secretary, Treasurer, eight (8) Council Representatives. The non-voting members of the Executive Council shall be two (2) Staff Regent Representatives, it is preferred that one shall be of “exempt” status and the other “non-exempt”. The Executive Council as a team shall:
a. Plan and execute a Fall Staff Assembly Meeting, a Spring Staff Assembly Meeting, Presidential updates to the staff, and any additional greater Staff Assembly gatherings as deemed by the President of the Executive Council.
b. Listen and respond appropriately to members of the Staff Assembly who have concerns regarding Gonzaga University policies and procedures.
c. Create and execute initiatives that build morale, community, and spirit amongst the members of the greater Staff Assembly. (I.E: Anniversary gifts, Heads up Gonzaga, Staff Barbeques, etc…)
2. Duties of the officers shall be as follows:
a. The President shall preside over all regular and special meetings of the Assembly and of the Executive Council.
b. The Vice-President shall perform all the duties of the President when the President is temporarily absent or unable to act.
c. The Treasurer shall maintain and process the budget for the staff assembly, preserve all transactions according to established accounting procedures. The treasurer will give a monthly report on the activity within the budget; preserve all relevant reports and documents, and pass all records to the next Secretary.
d. The Secretary shall maintain a written record of all acts of the Assembly and Executive Council; conduct, receive, and dispose of all correspondence as directed; preserve all relevant reports and documents, and pass all records to the next Secretary.
e. Council Representatives shall serve and report on Gonzaga University standing committees as assigned by the President of the Executive Council. These committees are: Sustainability, Budget, Mission, Safety & Health, Security Advisory, Benefits and Compensation, and United Way/CARES. Representatives shall also serve and report on any ad hoc committees created by the President of the Executive Council.
f. Staff Regent Representatives shall serve and report on the Gonzaga University Board of Regents.
3. Eligibility of Executive Council Officers:
a. Any staff member who is an employee of Gonzaga University, who has been employed for at least two (2) full years and has one (1) full year of Staff Assembly Executive Council experience shall be eligible to hold the office of President.
b. Any staff member who is an employee of Gonzaga University, who has been employed for at least one (1) full year and has Banner Finance access shall be eligible to hold the office of Treasurer.
c. Any staff member who is an employee of Gonzaga University, who has been employed for at least one (1) full year, shall be eligible to hold the office of Vice President, Secretary, or Council Representative.
d. Any staff member who is an employee of Gonzaga University, and has been employed at Gonzaga for at least (1) one full year shall be eligible for the position of Staff Regent Representative.
4. Nomination, Appointment, and Election of Executive Council Officers
a. The Staff Assembly and/or Executive Council will nominate members who have at least two (2) years of experience as an employed Staff Member and at least one (1) year as an Executive Council Member for the position of President. Members may nominate themselves.
b. The Staff will nominate members who have at least one (1) year of experience as an employed Staff Member to run for the positions of Vice President, Secretary, Treasurer, and the eight (8) Council Representative. Members may nominate themselves.
c. The Vice President, Secretary, Treasurer, Council Representatives, will be elected from the nominations submitted, pending acceptance and eligibility of the nominated members.
i. Positions will be elected based on an at-large vote of the Staff Assembly.
ii. A candidate must receive the majority of the votes cast in order to be elected.
iii. In the case of a tie, secondary run-off elections will be held until a candidate has received the majority of votes cast.
d. Staff Regent Representatives shall be appointed by the University President.
i. If requested, the Executive Council may assist in selecting a field of candidates to be considered for appointment by the University President via nomination, vote, or an application process.
5. Terms of Office
a. All positions shall serve for two (2) year terms. The President, Vice President, Secretary, Treasurer, and Staff Regent Representatives will be elected and appointed on even years. Council Representatives shall serve two year staggered terms. Four (4) Council Representatives shall be elected in even numbered ending years and four (4) in odd numbered ending years.
6. Executive Council Vacancies
a. Vacancy of the President position after election will be filled by an internal vote of the elected Executive Council between the elected Executive Council Members that fulfill the requirements to be President (Article III, Section 3). Should none of the newly elected Executive Council Members fulfill the requirements to be President; an internal vote of the remaining elected Executive Council Members will be used to determine a President.
b. Vacancies of Vice President, Secretary, Treasurer, and Council Representative, shall be filled by appointment of the elected President by first considering those who qualify under the requirements in Article III, Section 3. Should no one who qualifies under these requirements accept a Presidential appointment, the President may then consider any members of the greater Staff Assembly to appoint to these roles.
c. Vacancies of Staff Regent Representative shall be filled by the University President in consultation with the President of the Executive Council
Article IV - Staff Assembly Meetings
1. Two meetings of the greater Staff Assembly shall be planned per year by the Executive Council, one being scheduled between September 1st and December 31st titled the Fall Staff Assembly Meeting, and the other between January 1st and May 31st titled the Spring Staff Assembly Meeting.
2. Staff Assembly meetings shall include the following:
a) A report from the President of the Executive Council that includes an update on the work completed by the Executive Council since the previous Staff Assembly Meeting as well as any other pertinent information deemed necessary to report on by the President.
b) An informational element or guest speaker to benefit the members of and work done by the greater Staff Assembly.
i. Presidential Updates: Two (2) meetings per academic year shall consist of a general update by the University President and should be scheduled per the University President’s availability. The meetings should be held in close proximity to the Fall and Spring Faculty updates
c) An opportunity for Staff Assembly Members to meet with Executive Council Members to voice concerns regarding Gonzaga University policies and procedures.
3. Additional Staff Assembly Meetings may be planned for the benefit of the Staff Assembly as deemed necessary by the President of the Executive Council or the President of the University.
Article V - Parliamentary Authority
Article VI – Amendment and Proposals
a. A proposal to amend the bylaws or to affect policy may be initiated by an absolute majority of the Executive Council of the Staff Assembly
b. Or by an individual with 20 co-sponsors from the Staff Assembly.
Option 2 - 1.A proposal to amend may be initiated by an absolute majority (2/3) of the Executive Council of the Staff Assembly or by an individual with 30 co-sponsors from the Staff Assembly.
Once steps a and b have been satisfied, the following steps need to be taken:
1. All policy proposals and/or amendments must be to the President of the Staff Assembly in writing.
2. The proposal will be reviewed by council members no later than the next Staff Assembly Executive Council meeting. That meeting must be announced by written and email announcement distributed to all staff members. All staff members will have the opportunity to attend the council meeting to discuss the proposal. The proposals will be distributed to all staff members through the campus mail and email for review and input back to the executive council. The executive council will allow for a two week review and input period.
3. If a majority of the council members present at the council meeting wish to have further meetings on the proposal(s), these will be scheduled and announced as above.
4. Ratification of either the amendment or policy proposal will consist of a vote by the executive council (with 50% being present to constitute a quorum), with a simple majority passing the amendment or proposal.
5. If the amendment passes, and it does not require administration approval, it will be implemented into the bylaws within 30 days of the vote. For proposals requiring approval by the administration, the proposal must be submitted to the proper administrator(s) within 30 days of the council vote. The executive council will follow up with the administration on the proposal in a timely manner.