Article I: Organization Name
The organization shall be called the Penn State Hazleton Staff Advisory Council (“Council”).
Article II: Mission Statement
The Penn State Hazleton Staff Advisory Council shall exist to provide a forum for exchanging ideas in order to enhance the work environment for all campus staff. The Council shall act in an advisory capacity to the Chancellor.
Article III: Membership
Membership to the Council shall be open to all full-time and part-time staff of Penn State Hazleton with the exception of the following:
- Student employees
- Members of the Penn State Hazleton Campus Council
- Members of the Penn State Hazleton Faculty Senate
- There shall be exceptions therein for those full-time or part-time staff members who are on-boarded in a staff capacity and fill part-time faculty roles
A member is defined as a full-time or part-time staff member of Penn State Hazleton. A member may or may not have voting privileges (see Article IV, Section 4).
An ex-officio member is defined as a full-time or part-time non-Penn State Hazleton staff member working on or with the Penn State Hazleton campus.
Article IV: Meetings
Section 1: General Assembly
No less than nine meetings shall be held during the year. A year, in this case, shall be defined as starting July 1. No minimum amount of members shall be required to conduct business. Non-members may be invited by, or with permission from, Executive Board members only. Council meetings shall be held during normal Penn State Hazleton hours and is considered Penn State Hazleton business.
Section 2: Executive Board
No less than nine meetings shall be held during the year. A year, in this case, shall be defined as starting May 31. Non-Executive Board members shall be permitted to attend a meeting with the invitation of an Executive Board member and the discretion of the Executive Board. All meetings shall be held within one calendar week preceding the general assembly meeting. The Chair or Chair-Elect must be present for an Executive Board meeting to occur; a total of three Executive Board members, in which one must be the Chair or Chair-elect, must be present for the meeting to occur.
Section 3: Agendas
Submission for agenda items must be submitted to the Chair at least two business days before the date of the Executive Board meeting. Exceptions of submissions will be made at the discretion of the Chair. A notice will be sent to all council members one business day before the council meeting that the agenda will be available to view online.
Submissions will be reviewed by the Executive Board and placed on the agenda at the Board’s discretion.
Section 4: Voting
Quorum shall be 15. If quorum is not met, voting shall not take place.
At least two Board members must be present for voting to take place. Voting shall be conducted by the Scribe through secret, paper ballot. Votes shall be tallied by the Scribe and the Chair, or other designated, discretionary Executive Board members if the Chair and/or Scribe is not present; votes shall be recorded. Proxy or absentee ballots shall not be counted as part of the final vote.
Voting shall be open to all members, as defined in Article III, with the exception of the following:
• Technical service employees
• Employees covered by an existing bargaining unit
Article V: Executive Board
Section 1: Nominations
Nominations for Executive Board shall be taken from the membership during the March meeting. Nominations shall also be accepted from an online submission one business day before the March meeting and announced during the meeting. The Past Chair shall organize the ballot and voting during the April meeting. Voting shall be conducted through secret, paper ballot. The votes shall be tallied by the Past Chair and Scribe or other designated, discretionary Executive Board members if the Past Chair and/or Scribe is not present; votes shall be recorded. The newly-elected Executive Board shall be announced at the meeting once votes are finalized.
Section 2: Executive Board Members
There shall exist an Executive Board to oversee the Council, its Membership, and all actions taken therein. The Executive Board shall coordinate the activities of the Council. Only members of the Council may fill an Executive Board position. The Executive Board shall consist of the Chair, the Chair-elect, the Past Chair, the Scribe, and the Scribe-elect. No individual member or ex-officio member shall take any action on behalf of the Council unless specifically delegated to do so by the Executive Board acting on behalf of the full Membership. After fulfilling the term of an Executive Board member, the member must adhere to a one-year cessation before accepting nominations for another Executive Board position.
Chair – The Chair shall be the presiding officer of the Council. The Chair shall be elected for a three-year term, commencing on July 1, serving the first year as Chair-elect, the second year as Chair, and the third year as Past Chair. The duties of the Chair are to preside over all meetings, to create the Agenda as it pertains to all meetings, to have general and active management of the business of the Council, to see that all orders and resolutions of the Membership are carried into effect, to respond to and initiate communications with the Office of the Chancellor of Penn State Hazleton and with any external constituencies on behalf of the Council, and to exercise all authority associated with the position. The Chair shall also occupy a standing position on the “Outstanding Staff Award” committee for the campus.
In the event that the Chair resigns the position at a time where there is no designated Chair-elect or Past Chair, the Executive Board shall appoint another member as Chair to serve until the next regular election.
Chair-elect – The Chair-elect shall automatically succeed to the position of Chair during their second year in office. During the first year, the individual shall serve as the Chair-elect, attending all functions with the chair and assuming the role and duties appropriate to that office in the absence of the Chair.
In the event that the Chair resigns or is unable to serve, the Chair-elect shall move into that position immediately. The Executive Board shall schedule an election to fill the position of Chair-elect as soon as is practical.
Past Chair – The Chair shall automatically succeed to the position of Past Chair during their third year in office. This individual shall serve as an advisory member to the Executive Board and participate in all Executive Board activities. The Past Chair shall serve in any Executive Board position in which that member cannot fulfill their duties until which time the position can be filled.
Scribe – The Scribe shall be elected for a two-year term, serving the first year as Scribe-elect and the second year as Scribe. The Scribe shall be responsible for distributing the Agenda to all Council members before a scheduled Council meeting. The duties of the Scribe are to record and distribute the minutes of all meetings, to keep the roll of all meetings, to keep the ballots of all elections, and to keep official records of Membership, terms, and all relevant Council business or activities.
In the event that the Scribe resigns the position at a time where there is no designated Scribe-elect or Past Chair, the Executive Board shall appoint another member as Scribe to serve until the next regular election.
Scribe-elect – The Scribe-elect shall automatically succeed to the position of Scribe during their second year in office. During the first year, the individual shall serve as the Scribe-elect, attending all functions with the Scribe and assuming the role and duties appropriate to that office in the absence of the Scribe.
In the event that the Scribe resigns or is unable to serve, the Scribe-elect shall move into that position immediately. The Executive Board shall schedule an election to fill the position of Scribe-elect as soon as is practical.
Section 3: Transition of Executive Board Members
A transition orientation for Executive Board members shall occur in May. All members of the Executive Board, current and upcoming, must be present for the meeting in which the transition orientation occurs. Transition of the Executive Board members will occur starting May 31.
Section 4: Leave of Absence
Requests for a leave of absence must be submitted to the Chair. If the Chair requests a leave of absence, the request must be submitted to the Past Chair. The resulting vacancy shall not be filled by a new member. The leave of absence shall not exceed 30 days. If the leave requires more than 30 days absence, the leave will be discussed at the discretion of the Executive Board.
Section 5: Resignation
If a member of the Executive Board resigns from their position, the Past Chair shall succeed the position. If a Past Chair is not available at that time, a vote shall occur at the discretion of the board.
Section 6: Change in Employment Classification
If a member of the Executive Board experiences a change in employment classification that directly affects their ability to serve, the Past Chair shall succeed the position. If a Past Chair is not available at that time, a vote shall occur at the discretion of the board.
Article VI: Committees
Section 1: Engagement Committee
The Engagement Committee shall exist as a standing Committee, consisting of no less than three members of the Council. The Committee shall provide opportunities to connect with staff as well as other staff advisory committees and administrators. Administrators shall be defined as directors of administrative units and the Chancellor. Communication, education, and the exchange of ideas shall be priorities of this Committee. The committee shall nominate its own chair.
Section 2: Quick Response Teams
Quick Response Teams shall exist as ad hoc committees created to address specific staff concerns or Council needs. Such teams shall be created on an as-needed basis by the Executive Board. A team shall consist of no less than three members. The Executive Board shall task a chair for the team.
Article VII: Amendments
These bylaws may be altered or amended at any time. Amendments shall be presented to the Executive Board at least one business day before an Executive Board meeting. Amendments to these bylaws shall be adopted by a majority vote of the voting members, provided a quorum exists.
These bylaws shall be reviewed by an ad-hoc committee at least every three years.
Updated March 28, 2019