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Staff Senate Election Bylaws

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The elections for Staff Senators from the staff associations shall be conducted by staff associations before April 30 each year.

This process will be assisted and monitored by the Elections and Nominations Committee.  The Elections and Nominations Committee shall begin taking nominations for Staff Senate Chair, Vice Staff Senate Chair, Secretary/Treasurer, Parliamentarian, representatives to the University Council, Commissions, Advisory Councils, and Committees and other appointments at the February regular meeting.  Permission must be obtained from candidates before names are placed in nomination.  Election of officers shall be held by secret ballot by April 30. 

A majority vote of those present shall be necessary to elect officers and/or representatives. In case no candidate receives a majority, the candidate receiving the fewest votes shall be removed from each successive ballot until one candidate receives a majority. All those elected shall assume responsibilities at the end of the June regular meeting. The Vice Staff Senate Chair shall automatically be nominated for the office of the Staff Senate Chair when a vacancy in that office shall be slated to occur. If the Vice Staff Senate Chair refuses the nomination then the Elections and Nominations committee shall be charged with finding another nominee from the members of the Executive committee or Past Staff Senate Chairs of the Staff Senate. If no member of the Executive committee or a Past Staff Senate Chair will accept nomination, the Election and Nominations Committee shall open nominations for Staff Senate Chair up to the current Senators.

  1. Committees of the Staff Senate:
    1. Executive Committee
      1. Screens proposals from staff for Staff Senate consideration,
      2. Acts on behalf of the Staff Senate between regular meetings. All such actions shall be reported for confirmation at the next Staff Senate meeting,
      3. Approves, by majority vote, initial composition, changes and additions to the membership of standing committees by the Staff Senate Chair,
      4. Implements the rules and regulations of the Staff Senate,
      5. Assists in interpreting the intent of the Staff Senate Constitution and Bylaws,
      6. Determines if a senator's absence from a regular meeting is excused,
      7. Assists the Staff Senate Chair in preparing the budget.
      8. Meets at least once a month prior to the regular Staff Senate meeting, and
      9. Addresses occasional changes to the regular meeting schedule of the Staff Senate.
    2. Standing Committees (general)
      1. Members of standing committees shall be appointed by the Staff Senate Chair and approved by a majority vote of the Executive Committee. The Staff Senate Chair will also designate a chair for each standing committee.
      2. Unless requested by the senator, membership on a standing committee shall not change for the senator's term of office.
      3. Each member of the Staff Senate shall serve on at least one standing committee.
      4. Minutes shall be kept for each standing committee meeting. Each standing committee will also submit an annual report of its activities and any pending matters to the Executive Committee at the June Executive Committee meeting.
      5. The scope of the charges of the standing committees shall be established by the Staff Senate in accordance with the bylaws.
      6. Standing committees shall establish goals, objectives, and priorities. They have authority to investigate, carry out activities necessary to perform their charges, prepare reports, offer recommendations, and make parliamentary motions.
      7. Standing committees may establish subcommittees to address specific issues as needed. Membership of subcommittees shall consist of members of the respective standing committee. Chairs of subcommittees shall be appointed by the chair of the respective standing committee.
      8. Standing committee chairs shall convene their committees no less frequently than once a month unless approved by the Executive Committee.
      9. At the end of each term, each committee chair shall provide to the respective incoming chair appropriate information to facilitate continuity (e.g., charges, goals, unfinished business, investigatory materials, past and pending parliamentary motions).
    3. Policies and Issues Committee - Primary Responsibilities
      1. Serves as a link between the Staff Senate and Human Resources Division and/or University Administration in general on personnel and related matters.
      2. Brings to the Staff Senate's attention changes in policies and procedures that may affect the staff and advises the Staff Senate on these issues. This includes monitoring the activities of the University Council, Commissions, Advisory Councils, and Committees that may affect the staff.
      3. Provides assistance to the staff in obtaining educational leave, tuition waivers, and other educational opportunities.
    4. Communications Committee - Primary Responsibilities
      1. Informs the staff, university community, the Board of Visitors, and the Virginia State Legislature as to the mission of the Staff Senate.
      2. Communicates information to staff concerning new employee orientation, employee training and development, incentives and rewards, benefits, retirement planning, and related matters utilizing university and non-university media and/or other appropriate means as needed.
      3. Interfaces with university media sources to provide information on Staff Senate activities, when appropriate.
      4. Fulfills communications needs of Staff Senate as requested by the Staff Senate Chair or Executive Committee
    5. Elections and Nominations Committee - Primary Responsibilities
      1. Coordinates the Staff Senate elections process. This committee is responsible for ensuring that the Staff Senate Constitution and Bylaws are followed when electing Staff Senate members, officers and representative to the University Council, Commissions, Advisory Councils, and Committees.
      2. Composes a list of nominations for Staff Senate officers and representatives to the University Council, Commissions, Advisory Councils, and Committees as needed.
      3. Makes recommendations to the Staff Senate Chair for appointment of members and chairs to Staff Senate committees.
      4. Monitors elections of senators by the staff associations and oversees votes on proposed amendments to the Constitution and Bylaws of the Staff Senate.
    6. Meetings
      1. Regular meetings of the Staff Senate shall be held on the 3rd Thursday of each month. Occasional conflicts to this schedule, such as University holidays or inclement weather, shall be addressed by the Executive Committee.
      2. The Staff Senate shall invite the Staff Senate Chair of the University to meet with the Staff Senate at least once each academic year.
      3. A simple majority of the voting members, i.e., seven (8) members, will constitute a quorum for any meeting.
      4. A quorum at all Staff Senate meetings shall be a majority of the total eligible voting Staff Senate membership.
      5. All meetings shall be open to the public unless the Staff Senate approves a motion to enter into executive session. However, a person who is not a Staff Senate member may not participate in discussion unless recognized by the Staff Senate Chair of the Staff Senate.
      6. Special Meetings
        1. Special meetings may be called anytime by the President of the Senate; however, a minimum of a 24 hour written notice must be given in advance to the Staff Senators.
        2. Special meetings of the Senate for any purpose may be called at any time by the Executive Board of the Senate, or by written request of not less than fifteen (15) percent of the Senate membership; however, a minimum of a 24 hour written notice must be given in advance to the Staff Senators.
        3. No business other than that specified as the purpose of said meeting shall be discussed or transacted at such special meeting.
    7. Procedures
      1. Staff employees may submit items to any senator for inclusion in the agenda of the next regular Staff Senate meeting.
      2. A senator wishing to have an item (or items) included on the agenda of a regular meeting may submit the item(s) to the Staff Senate Chair of the Staff Senate.
      3. The Staff Senate Chair shall then decide whether items should be included on the next regular meeting agenda or passed to the appropriate Staff Senate committee.
    8. Parliamentary Authority
      1. Robert's Rules of Order, Newly Revised shall govern the business proceedings of the Staff Senate except when otherwise specified in the Constitution and/or Bylaws.
      2. Notice of any proposal to amend the Bylaws shall be given in the agenda. An affirmative vote of the majority of the Senators is required for adoption.
    9. Dissolution
      1. Upon dissolution of the organization, all assets remaining after payment of all costs and expenses of such dissolution shall be turned over to the President of the University.
    10. Amendments to the Bylaws
      1. Amendments to the Bylaws can be proposed at any time in writing from any Staff Senator to the President . The President will present proposed amendments to the Senate for a first reading with a vote to follow at the next meeting. Amendments shall be approved by two-thirds majority vote of the Senate. The President of the University shall receive a copy of all changes indicating what changes have been made/approved.
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