Bylaws

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ARTICLE Ⅰ — NAME, PURPOSE, AND CONSTRUCTION

1.1. Name

The body governed by these Bylaws shall be known as the University Staff Advisory Committee of Wilkes University (the "Committee" or "USAC").

1.2. Purpose

The Committee exists to represent the interests of the staff employees of the University, to serve as a channel of communication between staff employees and the administration, and to promote a positive, solution-oriented approach to matters affecting the University community. A primary goal of the Committee shall be to achieve University-wide representation on behalf of staff employees.

1.3. Definitions

As used in these Bylaws, unless the context requires otherwise:

"Area"
means the department, office, division, or other organizational unit of the University that a Member represents.
"Cabinet"
means the President’s Cabinet of the University.
"Committee" or "USAC"
means the University Staff Advisory Committee.
"Fiscal Year"
means the fiscal year of the University, beginning June 1 and ending May 31.
"Interim Member"
means a member who is filling a recent member vacancy, interim membership shall last until the end of the current fiscal year.
"Member"
means a voting member of the Committee. Unless otherwise specified, "Member" does not include an Ex-Officio Member.
"Officer"
means the Chair, Vice Chair, Treasurer, or Secretary of the Committee.
"President"
means the President of the University.
"Staff Employee"
means a full-time or part-time employee of the University serving in a staff position, as classified by the University.
"University"
means Wilkes University.

1.4. Rules of Construction

In these Bylaws:

  1. "shall" is mandatory and "may" is permissive;
  2. the singular includes the plural and the plural includes the singular;
  3. a reference to an Officer includes any person lawfully acting in that capacity; and
  4. article and section headings are for convenience of reference only and do not affect the meaning of any provision.

ARTICLE Ⅱ — MEMBERSHIP

2.1. Composition

The Committee shall consist of twelve (12) voting Members.

2.2. Eligibility

To be eligible to serve as a Member, a person shall be a Regular Full-time Staff Employee who, as of the date the person’s term begins, has completed no less than one (1) year of continuous service with the University, determined by date of hire.

2.3. Representation Goal

The Committee shall endeavor to achieve and maintain University-wide representation. In the selection of Members, preference shall be given as provided in Article VI to candidates from Areas that are unrepresented or underrepresented on the Committee.

2.4. Effect of Transfer or Promotion

If a Member transfers or is promoted out of the Area the Member represents, the Member’s service on the Committee shall continue until the expiration of the Member’s term.

2.5. Ex-Officio Members

  1. The Committee shall include ex-officio members, who serve in an advisory capacity and are non-voting.
  2. The ex-officio members shall consist of a representative of the Human Resources Department and a representative of the President’s Cabinet, each designated by the President or the President’s designee. A single individual may satisfy both designations if that individual represents both Human Resources and the Cabinet.
  3. The President may modify the ex-officio composition of the Committee consistent with the administrative structure of the University.

ARTICLE Ⅲ — OFFICERS

3.1. Officers

The Officers of the Committee shall be a Chair, a Vice Chair, a Treasurer, and a Secretary, each elected from among the Members as provided in Article VI.

3.2. Chair

The Chair shall:

  1. Schedule and preside over meetings of the Committee;
  2. Assume responsibility for Committee business between meetings;
  3. Call special meetings of the Committee as needed;
  4. Solicit agenda items for each meeting;
  5. Provide reports and communication to the Cabinet through the Cabinet’s designee;
  6. Maintain and update the USAC webpage on the University portal; and
  7. Report to the Board of Trustees at regularly scheduled meetings of the Board.

3.3. Vice Chair

The Vice Chair shall:

  1. Serve as chair of the Selection Subcommittee;
  2. Maintain a current list of Members and Officers, with the dates of their terms; 
  3. Review proposed minutes before they are sent to the Committee for approval;
  4. Coordinate the planning of special forums;
  5. Review attendance records and notify the Chair of any Member not meeting the attendance requirement; and
  6. Perform such other duties as the Committee or the Chair may assign.

3.4. Treasurer

The Treasurer shall:

  1. Maintain the financial records of the Committee;
  2. Disburse funds owed by the Committee at the direction of the Committee; and
  3. Report on the Committee’s financial status at each meeting.

3.5. Secretary

The Secretary shall:

  1. Record attendance and inform the Chair when a quorum is present;
  2. Record the minutes of meetings and maintain the official records of the Committee;
  3. Coordinate the communication of minutes and other materials to all Members;
  4. Post approved minutes and summaries to the USAC portal channel and webpage; and
  5. Distribute the agenda and provide notice of meeting dates and times in advance of each meeting.

3.6. Order of Succession

In the absence of the Chair, the duties of the Chair shall be performed, in order, by the Vice Chair, then the Treasurer, and then the Secretary.

ARTICLE Ⅳ — DUTIES OF MEMBERS

4.1. Duties of Members

Each Member shall:

  1. Participate in all regularly scheduled meetings of the Committee, missing no more than three (3) such meetings per Fiscal Year;
  2. Bring recommendations before the Committee;
  3. Serve on subcommittees as needed;
  4. Communicate with the Member’s respective Area regarding matters handled by the Committee; and
  5. Promote a positive and solution-oriented approach to University matters.

ARTICLE Ⅴ — TERMS OF SERVICE, VACANCIES, AND REMOVAL

5.1. Term of Officers

Each Officer shall serve a term of one (1) year, running concurrently with the Fiscal Year from June 1 to May 31. An Officer may be elected to a second consecutive term in the same office; thereafter, the Officer must step down from that office for at least one (1) year before again being eligible to hold it.

5.2. Term of Members

Each Member shall serve a term of two (2) years. A Member may serve two (2) consecutive terms. Upon leaving the Committee, for any reason, previous Members will not be eligible for service again until at least twelve (12) months have past from the date of their departure from the Committee

5.3. Resignation

A Member may resign at any time by submitting written notice to the Chair. A Member who resigns must wait one (1) year before again being eligible to serve on the Committee.

5.4. Removal for Absence

Attendance is expected at all events and at all regular monthly meetings. A Member who misses four (4) or more regular monthly meetings in a Fiscal Year shall be removed from the Committee.

5.5. Removal of Officers

An Officer may be removed from office by a majority vote of all voting Members of the Committee.

5.6. Vacancies

  1. Member Vacancy. If a Member vacates a seat before the end of the Member’s term, the seat shall remain vacant until the next regular selection of Members at the beginning of the following Fiscal Year, except as the Committee may otherwise provide pursuant to Section 5.7.
  2. Officer Vacancy. If an Officer position becomes vacant, an election to fill the vacancy shall be held as soon as practicable, with candidates drawn from the existing membership of the Committee, in the manner provided in Article Ⅵ.

5.7. Nomination by Outgoing Members

A Member whose service on the Committee is ending — whether by expiration of term, resignation, or removal — may, if the Member wishes, nominate one (1) candidate from the Member’s Area for consideration to fill a Committee seat. A nomination under this section is a recommendation only; the nominated candidate shall be considered through the selection process set forth in Article VI and is not entitled to a seat except as determined through that process.

  1. Filled vacancies. If the committee chooses to fill a vacancy via nomination as outlined above. The incoming member shall fill the vacant seat as an interim member until the end of the Fiscal year. At the conclusion of that period, the interim member may elect to remain on the committee as a full member, and begin tolling the regular membership term as outlined in Section 5.2.

ARTICLE Ⅵ — SELECTION OF MEMBERS AND ELECTION OF OFFICERS

6.1. Selection Subcommittee

The Selection Subcommittee shall be a standing subcommittee composed of three (3) elected Members and chaired by the Vice Chair. The Selection Subcommittee shall conduct the annual recruitment and selection of Members and shall present its recommendations to the Committee as provided in this Article.

6.2. Recruitment and Outreach

  1. Before the final regular meeting of each Fiscal Year, the Selection Subcommittee shall solicit interest from the staff community by posting an announcement in Today@Wilkes. The Selection Subcommittee may use additional means of outreach, including but not limited to direct outreach to Areas that are unrepresented or underrepresented on the Committee, issuing a staff wide email, and posting of notices around campus.
  2. A Staff Employee who wishes to be considered for an available seat shall submit a brief letter of interest to the member of the Selection Subcommittee designated to receive it.
  3. An outgoing Member may submit a nomination as provided in § 5.7. A person nominated under § 5.7 shall be invited to submit a letter of interest and shall be considered on the same basis as other candidates.
  4. All letters of interest shall be shared with all Members for review not less than fourteen (14) days before the final regular meeting of the Fiscal Year.

6.3. Selection Criteria

In formulating its recommendations, the Selection Subcommittee shall consider:

  1. The current composition of the Committee, giving preference to candidates who represent Areas that are unrepresented or underrepresented on the Committee;
  2. Prior service on the Committee, giving preference to candidates who have not previously had an opportunity to serve; and
  3. The content of each candidate’s letter of interest.

6.4. Selection of Members

At the final regular meeting of the Fiscal Year, the Selection Subcommittee shall present its recommendations together with the letters of interest. The Members shall then elect new Members by secret ballot. The candidates receiving the highest number of votes shall be selected to fill the available seats.

6.5. Election of Officers

  1. Officers shall be elected annually by the Members for terms beginning June 1, at the final regular meeting of the Fiscal Year or as soon thereafter as practicable.
  2. The Selection Subcommittee shall present a slate of nominees for each office; additional nominations or self-nominations may be made from the floor by any Member.
  3. To be elected, a candidate must receive a majority of the votes cast by the voting Members.
  4. An election to fill an Officer vacancy under § 5.6(b) shall be conducted in the same manner, as soon as practicable, with candidates drawn from the existing membership.

6.6 Filling membership Vacancies

If a Member whose service on the Committee is ending by resignation or removal prior to end of a regular term of office, chooses to exercise their nomination privileges as outlined in Section 5.7. The Selection Subcommittee may immediately invite a letter of interest from the nominee for consideration to become an interim member. The Selection Subcommittee shall present their recommendation for interim membership at the next regular meeting following receipt of the letter of interest. Upon a positive recommendation, the nominee shall become an Interim Member effective immediately.

ARTICLE Ⅶ — SUBCOMMITTEES

7.1. Selection Subcommittee

The Selection Subcommittee is a standing subcommittee of the Committee and is governed by Article VI.

7.2. Ad Hoc Subcommittees

  1. The Chair or Vice Chair may appoint an ad hoc subcommittee for a specified period, with the approval of a majority of the other Members.
  2. The chair of an ad hoc subcommittee shall be elected by the Members.

ARTICLE Ⅷ — MEETINGS

8.1. Regular Meetings

The Committee shall hold a regular meeting once each month, ordinarily on the first Thursday of the month. Each regular meeting shall be approximately one (1) hour in length. The Chair may cancel any meeting.

8.2. Attendance

Attendance is expected at all events and at all regular monthly meetings. A Member may miss no more than three (3) regular monthly meetings per Fiscal Year. Removal for absence is governed by § 5.4.

8.3. Quorum

A majority of the voting Members then in office shall constitute a quorum for the transaction of business.

8.4. Voting

  1. Each Member is entitled to one (1) vote. Ex-Officio Members do not vote.
  2. Voting shall be by show of hands unless a Member moves for a secret ballot and the motion is supported by a majority of the voting Members present.
  3. Except where these Bylaws require a greater number, the affirmative vote of a majority of the voting Members present at a meeting at which a quorum is present shall constitute action of the Committee.

8.5. Special Meetings

The Chair may call special meetings. The purpose of a special meeting shall be stated in the notice of the meeting. Except in the case of an emergency, not less than five (5) business days’ notice shall be given to all Members.

8.6. Virtual Meetings

The Chair, or the Vice Chair in the Chair’s absence, may call a virtual meeting conducted by computer-mediated communication. Except in the case of an emergency, not less than five (5) business days’ notice shall be given to all Members.

8.7. Subcommittee Meetings

Each subcommittee shall schedule meetings as required to meet the needs of the subcommittee.

8.8. Order of Business

  1. The order of business at each regular meeting shall be:
    1. Call to order;
    2. Approval of minutes;
    3. Campus updates
    4. Unfinished business;
    5. New business;
    6. Campus events;
    7. Committee reports;
    8. Open forum; and
    9. Adjournment.
  2. Any Member may request that an item be placed on the agenda under new business by notifying the Chair before the meeting.

8.9. Minutes

  1. The Secretary shall record the minutes of each regular meeting.
  2. The minutes shall be open for inspection.
  3. A summary of the minutes shall be made available to all Staff Employees.

ARTICLE Ⅸ — COMMUNICATIONS

9.1. Communication with Staff

The Committee shall communicate regularly with staff through Today@Wilkes, Staff Email listserv, and department staff meetings. The Secretary shall post approved minutes to the USAC Minutes Repository. A Staff Employee may communicate ideas or suggestions to any Member or by email to usac@wilkes.edu  email link .

ARTICLE Ⅹ — AMENDMENTS

10.1. Amendment

These Bylaws may be amended as follows:

  1. A proposed amendment shall be submitted to all Members in writing not less than thirty (30) days before the regular meeting at which it is to be considered;
  2. The amendment shall be adopted upon the affirmative vote of two-thirds (2/3) of the Members; and
  3. An amendment adopted by the Committee shall take effect upon approval by the Cabinet of the University.