Staff Assembly Charter

University of Michigan-Flint

Established 1993 - 1994

Preamble

The Staff Assembly and the Staff Council will stimulate and maintain a spirit of unity and open communication between the university staff and the administration of the University of Michigan-Flint. This Charter establishes the guidelines for procedures under which the Staff Assembly and Staff Council will function.

Define:

The Staff Assembly Name (1.0)

1.1 The general body will be known as the Staff Assembly.

1.10 Support of the Staff Assembly will be received from the Vice Chancellor for Administration.

1.2 A Staff Council, elected as a representative group, will serve as an agent of the Staff Assembly.

1.20 The Chair of the Staff Council will be elected by and from the members of the Staff Council. Members must have been on Staff Council for at least one (1) year to run for Chair.


The Staff Assembly (2.0)

Staff Assembly was formed following a task force study in 1990. The Vice Chancellor for Administration charged the task force to create by-laws, or a charter, for the organization of the Staff Assembly.

The Staff Assembly consists of three groups: Staff Assembly (general body), Staff Council (elected body), Cabinet support person is the Vice-Chancellor for Administration.

2.1 Membership of the Staff Assembly will be from the following groups: Union and Non-Union as designated by the Office of Human Resources and Affirmative Action.

2.10 Voting-members will be those permanent employees with a 50% or greater appointments, who have satisfactorily completed their probationary period of employment.

2.2 Staff Assembly Meeting. The Staff Assembly shall meet twice a year. In December for a Holiday gathering, and in the Spring (May/June) for Staff Recognition Awards Presentation.

Special Staff Assembly Meetings may be called by the Vice Chancellor for Administration.

2.3 Members of Staff Council will act as the officers for the Staff Assembly meeting.


The Staff Assembly Council (3.0)

Staff Council (the elected representational group) will serve as an agent of the Staff Assembly. The terms of Staff Council are Staff Council members will represent the following groups:

Union staff members

Non-Union staff members

The officers of the Staff Council are selected at the first Staff Council meeting following their election.

3.0 Staff Council

3.1 Responsibilities. The Staff Council shall act on behalf of the Staff Assembly in presentations to the Administration of UM-Flint concerning any policies affecting the UM-Flint staff or upon requests from the UM-Flint staff after appropriate research has been completed. Staff Council will assist Administration in the coordination of staff development, new staff orientation, technology training, work-life balance, and career advancement. Staff Council will assist in the facilitation of communication between the Staff Assembly and Human Resources.

3.2 Membership. The Staff Council shall be selected from the voting members. Each Staff Council member shall serve for two (2) years with half of the members being elected alternate years to create a rotation. Each member shall serve no more than two (2) consecutive terms. After the first term is served, they are eligible for re-election for their second term.

3.20 At the organizational Staff Council meeting following the annual Staff Assembly meeting, a Chair will be elected from the Staff Council to serve for one (1) year. The Chair is eligible for re-election for no more than two (2) consecutive years. After serving two (2) terms, member needs to be inactive from Staff Council for one (1) year before being eligible for re-election to Staff Council.


Apportionments (3.3)

3.3 Apportionment. The selection of members for the Staff Council shall be as follows:

3.30 Membership. Within each employment category, Union and Non-Union, membership will be determined by the application of the following formula. One elected member from each 40 staff of 50% or more appointment. The number of eligible members in each category will be determined by an official count, to be provided by the Office of Human Resources, prior to the opening of nominations. Staff Council will also be representative of academic units, student affairs, and business and finance. The Director of Human Resources will sit on the Council as ex-officio to facilitate communication between staff and the Office of Human Resources.

3.31 Meetings. The Staff Council shall meet on a regular basis with members physicall present at a time established at the Council’s organizational meeting. Two-thirds (2/3) of the Staff Council members shall constitute a quorum.

3.310 Special meetings may be called at any time by the Chancellor of the University, the Vice Chancellor for Administration, the Staff Council Chair, or by written request of three (3) Staff Council members or three (3) Staff Assembly members.

3.311 An agenda will be circulated to Staff Council members during the week prior to the regularly scheduled meeting and circulated to Staff Assembly.

3.312 A Staff Assembly member may at any time request to address the Staff council; this request will be in writing, stating the nature and purpose of the address. The Staff Council Chair should have the request in hand prior to the scheduled meeting and it may become part of the new business of that meeting at the discretion of the Staff Council Chair.


Nominations and Elections (3.4)

3.4 Notice. Eligible office-seeking members must file, in writing, an intent notice for nomination to the Staff Council Election Committee no more than forty-five (45), nor less than thirty (30) days, prior to the annual Staff Assembly meeting. The Staff Council will circulate a list of candidates to the Staff Assembly.

3.41 Method. All elections will be conducted by a secret, ballot addressed to each employee ( by hard copy or electronically) who has attained permanent status by March 30 preceding the date of election. The completed ballots are to be tallied with the tallied votes being accessible by a committee comprised of three non-office-seeking members selected from the Staff Council prior to the annual Staff Assembly meeting. Newly elected Staff Council members will take office at the first scheduled Staff Council meeting following the annual Staff Assembly meeting of the year elected.

3.42) Voting. Each eligible Staff Assembly member shall receive a ballot for general election. Completed ballots shall be submitted to the Election Committee.

3.420 In case of a tie, a run-off election will be held prior to the annual Staff Assembly meeting.

3.43 All candidates will be notified of the ballot results by the Election Committee prior to the close of business on the Friday preceding the annual Staff Assembly meeting.

3.430 The Election Committee shall report to the Staff council the final voting results within 72 hours of the tally, as a matter of record.


Vacancies (3.5)

3.50 Declaration.

A Staff Council seat shall be declared vacant when a member is no longer eligible for membership in the Staff Assembly or has resigned or has been impeached from the Staff Council.

3.51 Appointments.

The Staff Council Chair, with the approval of the Staff Council, shall appoint an alternate to fill any vacant seat. A temporary alternate may be appointed to substitute for a member who is on an approved leave, but wishes to return.  New Staff Council members shall be selected from the candidates who were not elected in the most recent election, in descending order of the number of votes received. If the outgoing member had run unopposed, a new Staff Council member would be selected from voting members of the appropriate unit within Staff Assembly. The Vice Chancellor for Administration, Staff Assembly and the new Council member will be notified of the appointment.


Impeachment (3.52)

The Staff council officers may request a resignation of one of the staff council members for just cause.

An impeachment creates a vacancy of that seat on the Staff Council.


Officers and Special Committees (3.6)

3.6 Officers

3.60 Officers of the Staff Council shall consist of the Chair, Vice-Chair and Secretary.

3.61 The Staff Council shall elect a Chair and a Vice Chair. The Chair shall appoint a Secretary from those interested.

3.62 Duties.

The Staff Council Chair shall lead the Staff Council, conduct its meetings, represent it on assigned University committees and account for monies as necessary.

The Vice Chair shall act in the absence of the Chair.

The Secretary shall keep the minutes of all meetings.

3.63 The officers shall take office at the beginning of the meeting following their election.

4.0 The Staff Assembly Special Committees

4.10 The Chair and Staff Council shall appoint special sub-committees as needed.

4.2 Staff Recognition Award – 1 to 2 persons responsible for coordinating. The number of awards awarded each is determined by the monies available in Staff Council budget.


Business and Amendment Procedures (5.0-6.0)

5.0 BUSINESS PROCEDURES

5.10 Recommended items of business may be submitted in writing by any member of the Staff Assembly to the Staff Council.

5.2 The Staff Council will discuss and determine appropriate action and forward recommendations directly to the Vice Chancellor for Administration and/or Executive Officers for further action when necessary.

6.0 AMENDMENT PROCEDURES

6.1 Amendments to this Charter may be considered by the Staff Council upon written request.

6.2 The text of a proposed amendment must receive an affirmative two-thirds (2/3) vote of the members of the Staff Council.

6.3 The Vice Chancellor for Administration and Executive Officers shall be notified of any amendment upon its adoption.


Revisions

June 2006 Revision
The charter has been changed and updated to reflect changes in membership and voting procedures due to the new classification system.

May 2009 Revision
The charter was revised to require Staff Council members to be physically present at meetings (3.31).  Impeachment (3.52) was revised to allow Staff Council officers to remove members who are absent from three (3) meetings.  Vacancies (3.5) was revised to reflect that alternates can be appointed to fill openings created when a member is impeached, and also that temporary alternates may be appointed to substitute for a member who is on an approved leave, but wishes to return.

May 2012 Revision

The Charter was revised to incorporate the 2011-2016 Strategic Plan Priority #3: Expand staff professional development. Staff Council will assist Administration in the coordination of staff development, new staff orientation, technology training, work-life balance, and career advancement. Staff Council will assist in the facilitation of communication between the Staff Assembly and Human Resources (3.1). Staff Council will be representative of academic units, student affairs, and business and finance. The Director of Human Resources will sit on the Council as ex-officio to facilitate communication between staff and the Office of Human Resources (3.30).