Bylaws of the Staff Senate of Texas Tech University

ARTICLE I. MEMBERSHIP

A. ELIGIBILITY

A Texas Tech University employee interested in serving as a staff senator must be employed in a benefits eligible full-time or part-time position for at least one year of continuous uninterrupted service at the time of nominations.

B. RIGHTS

1. Participation: Staff Senators have the right to participate in the Staff Senate meetings and to bring forth any concerns or suggestions.
2. Staff Senators also have the right to vote on all motions raised in Staff Senate meetings.
3. Eligibility procedures for complimentary items
- a. If the timing of the event allows distribution of the item(s) at the regularly scheduled Staff Senate meeting, Senators present may participate in a drawing for the item(s).
- b. If the timing of the event does not allow distribution of the item(s) at the regularly scheduled Staff Senate meeting, a lottery system of all current Staff Senators will occur. If a Senator declines the item(s), the lottery system will be used to choose another recipient.
- c. If the items are tickets, each senator selected by the lottery system will receive two tickets per event. If there are enough tickets to allow senators to receive additional tickets, the lottery system will occur again.

C. DUTIES

Staff Senators shall attend and participate in all regularly scheduled and called meetings.

D. ATTENDANCE

A Senator has a commitment to attend all meetings. However, when absence cannot be avoided, Senators should contact in writing the President, President-Elect, or Executive Secretary prior to an expected absence or follow up in writing within five working days after the meeting, explaining the absence. After a member has three absences in a Senate term year, the Secretary will notify the Executive Board concerning the excessive absences. The Executive Board will notify the Senator in writing of his/her absences and advise the Senator to note the policy regarding absences. After a member has five absences in a Senate term year, the Staff Senate Secretary will give a report regarding the Senator to the Executive Board. The Executive Board will review the report and make a recommendation for or against expulsion to be presented to the Staff Senate for vote at the next scheduled Staff Senate meeting. Each successive absence by the Senator in question, in the same term year, will be reviewed by the Executive Committee and another recommendation could be presented to the Senate.

E. EXPULSION

Possible expulsion of a Staff Senator/Alternate for matters other than absences will be reviewed by the Grievance Committee. After review of the Grievance Committee’s findings by the Board, the Board may present a call for vote from the Staff Senate to request expulsion of the Senator/Alternate.

F. RESIGNATION

When a Staff Senator resigns, or a Staff Senator is removed as a result of absences or an expulsion ruling, an Alternate shall move up to the vacant position. The Alternate(s) shall move up within the designated EEO Classification in order of previous election results held in the forming committee minutes (see Article III, Section 5 of the Constitution).

G. ALTERNATES

All Alternates shall serve a one-year term. If Alternates move up to fill an unexpired term and that term is more than one-half of the remaining unexpired term, the Alternate shall lay out one year before running for re-election. If the unexpired term filled is less than one-half of the remaining time, no time off is required before running for re-election. Alternate senators are encouraged, but not required, to attend all meetings. An Alternate shall be allowed to function in the same way as an elected senator other than having voting rights and proposing legislation or resolutions.

H. SENATOR/ALTERNATE RATIO

Alternates shall be a fifty percent ratio to Senators per classification. In order to maintain the fifty percent ratio, replacements shall be chosen from the Alternate list (Article III, Section 5 of the Constitution) in descending order by popular vote. In the event of a tie vote, the Alternate and Senator will be placed by length of service at Texas Tech University. In the event that the Alternate pool for an EEO classification is depleted:

1. The Election Committee shall arrange one special election with the approval of the Executive Board if the term to be filled is at least eighteen (18) months or longer.
2. The Executive Board can solicit and fill vacated positions after the general election each year, once all alternates have been moved into permanent positions, if the term to be filled is less than eighteen (18) months.
3. If an EEO classification does not have a representative, the Executive Board shall ask an exiting senator within that EEO classification to stay no more than one year or when the special election is held and the position is filled.

I. CLASSIFICATION CHANGES

When a senator has a change in classification, he/she must inform the Executive Board in writing within 30 days of the reclassification on their intent to remain as a Staff Senator in the original classification or resign from their current position. If the Staff Senator resigns within the 30 day grace period he/she is eligible to re-run in the new classification at the next general election. If the 30 day grace period has expired, the senator may resign; however, he/she is required to wait one year before re-running in the new classification.

ARTICLE II. BUDGET AND FINANCE

A. ACCOUNT MANAGEMENT

The Treasurer shall be established as the account manager with alternate signature authority assigned to the President and the President Elect.

B. BUDGET PREPARATION

By January 15 each year, an Ad Hoc Budget & Finance Committee comprised of the current staff senate officers, will meet to prepare and present a proposed budget for the next fiscal year to the Executive Board by February 1. The committee shall prepare and present a proposed budget to the Executive Board by March 15. The proposed budget shall be submitted to the Senior Vice President of Administration and Finance by April 1. After the Senior Vice President of Administration and Finance approval, the budget shall be presented to the full Staff Senate for ratification at the May meeting.

C. NON-LINE ITEM EXPENDITURES

Requests for funding shall come through the committee chairs, in writing, to the Executive Board for approval.

D. BUDGET CYCLE

The fiscal year for the Staff Senate shall be September 1 through August 31.

E. BUDGET AUDIT

By July 15, an Ad Hoc Audit Committee comprised of the incoming and outgoing president, the incoming and outgoing treasurer, and the incoming president elect will conduct an annual audit before the account is transferred to the next manager.

ARTICLE III. OFFICER DUTIES AND VACANCIES

A. OFFICER DUTIES

1. President The President shall preside at all Staff Senate and Executive Board meetings.
2. President-Elect The President-Elect shall understudy the President in conducting meetings and official business. He/she shall assume the duties of President when the President is absent. The next consecutive year, he/she shall serve as President. The following consecutive year, he/she shall serve as Immediate Past-President in an ex officio, non-voting capacity only. The President-Elect shall be responsible for securing the meeting room.
3. Secretary The Secretary shall keep minutes of the meetings, publish the minutes of past meetings, keep a current record of membership, and archive Staff Senate records in accordance with University policy.
4. Treasurer The Treasurer shall serve as account manager for the Staff Senate account. He/she shall maintain financial records, receive/disburse funds, and prepare/report the financial status of the account monthly.
5. Immediate Past-President The Immediate Past-President serves to consult, advise, and provide information to the incoming officers as well as to enhance continuity within the Staff Senate operations and structure. The Immediate Past-President shall serve ex officio (in an advisory capacity only).

B. OFFICER VACANCIES

Should the President resign during his/her term of office, the President-Elect shall assume the duties of the President for the remainder of that term. Should the remaining term be less than a majority of the term, the President-Elect shall continue to serve a full term as President for the following year. Should the remaining term be the majority of the term, the President- Elect shall assume the duties for the remainder of that term only. For any other vacancy, the position shall be filled by an election at the next regular meeting and the individual shall serve for the remainder of the term.

C. REMOVAL FROM OFFICE

For any reason other than absence at Executive Board, any officer may be removed upon two-thirds majority vote of the full Staff Senate. A petition signed by 15 percent of the Staff Senators shall be filed and attached to the agenda for the next meeting at which the vote shall be taken.

ARTICLE IV. EXECUTIVE BOARD

A. DUTIES

1. The Executive Board shall consist of the four officers and one elected member from each EEO Classification in the Texas Tech University's Affirmative Action Plan. Five members of the Executive Board may hold special meetings at any time on the call of the President or on demand, in writing, to the Secretary. Executive Board meetings shall be open to any member of the Staff Senate.
2. The Executive Board shall have general supervision and control of all activities of the Staff Senate and votes on confirmation of Staff Senate presidential appointments. It shall oversee general operation of the Staff Senate and receive reports for review and action. Six members of the Executive Board shall constitute a quorum for a meeting and four of the six EEO classifications must be represented. The officers’ classifications may be counted to make up the quorum. In the case of a tie, the Staff Senate President shall have the deciding vote. Proxy vote may not be assigned.
3. Resignation of any officer may be accepted by a majority vote of the remaining Executive Board members. A vacancy in the Executive Board due to resignation may be filled by a majority vote of remaining Executive Board members if six months or fewer remain in the term. If the unexpired term is longer, the vacancy shall be filled by a special election. However, if more than one such vacancy exists, a special meeting of the Staff Senate shall be called, or a special election held, to fill the vacancies until the date of the next annual election. Any officer may be replaced after three unexcused absences from Executive Board meetings during a fiscal year.
4. The Executive Board shall meet one week prior to the regular Staff Senate meeting to hear proposed agenda Items. The Executive Board shall set the meeting agenda at that time.

B. ELECTIONS

1. The Officers and Executive Board positions of president-elect, secretary, treasurer, and an executive committee of one representative from each designated classification shall be elected at the meeting in June.
2. Each EEO Classification in Texas Tech University's Affirmative Action Plan shall elect a representative to serve on the Executive Board at the meeting in August. That representative shall be a voting member on the Executive Board.

C. ATTENDANCE

1. There will be approximately 12 meetings of the Executive Board during the year. All voting members of the Executive Board (President, President-Elect, Secretary, Treasurer and EEO Representatives) are expected to attend each meeting. In the case of a necessary absence, a member must notify the President or Secretary in advance of the meeting or no more than 3 working days after. Only 4 absences per year will be excused for any reason. After the 4th absence the Secretary will notify the senator in writing that they have reached the limit. After the 5th absence, the President will notify the member that he/she is being removed from the Board.
2. If an officer is removed from the Executive Board, the position shall be filled in accordance with Article III Section B of the Staff Senate Bylaws. If the member being replaced is an EEO Representative, a special election of that EEO Classification shall be held at the next Staff Senate meeting to choose a new Representative. The new member of the Executive Board will serve the remainder of the year, with a pro-rated number of absences.

ARTICLE V. RULES OF ORDER

A. ORDER OF BUSINESS

The following items shall be covered in each Staff Senate meeting. The order of the items may be determined by the presiding president.

1. Pledge of Allegiance
- If there is a standard present and the president feels the situation is suited for saying it then the pledge should be said.
- If there is not a standard present or the president feels the situation is not suited for saying the pledge then the pledge will not be said at the beginning of the meeting.
2. Roll Call
3. Minutes from previous meeting and approval Minutes shall be made available to the Staff Senate within ten working days after the general meeting. Staff Senators may indicate whether they prefer hard copy or e-mail version. After approval, minutes shall be modified and maintained for permanent re cord. (Special requests for a copy of the approved minutes may be made by the Staff Senators to the Secretary.)
4. Treasurer’s Report
5. Standing Committees Report
6. President’s Report
7. Reports of Special Committees
8. Unfinished Business
9. New Business
10. Adjournment

B. SCHEDULED MEETINGS

1. Staff Senate meetings shall be held the first Wednesday of every month from 3-5 p.m. at a location chosen by the President and approved by the Executive Committee. The Staff Senators shall be seated in the front of the room. Meeting times and dates will be publicized through an official University announcement system.
2. Exceptions: The January meeting shall be held the second Thursday of the month at a time and location chosen by the Staff Senate President and approved by the Executive Committee. The July meeting shall be held the second Wednesday of the month at a time and location chosen by the Staff Senate President and approved by the Executive Committee.

C. SPECIAL MEETINGS

1. The President of the Staff Senate (or the President-Elect in the absence of the President) may call a special meeting.
2. A majority (6 members) of the Executive Board may call a special meeting.
3. A written petition, addressed to the presiding officer and signed by ten or more Staff Senators, may call a special meeting.

D. OPEN/CLOSED MEETINGS

All meetings shall be open meetings unless otherwise required by law, or unless the Staff Senate by a two-thirds majority shall declare that a meeting or a part of a meeting shall be conducted in closed session. No vote shall be taken while a meeting is in closed session.

E. QUORUM

A quorum (required to have an official meeting and conduct business) shall be set at two- thirds of those positions filled in the Staff Senate.

F. PARLIAMENTARY AUTHORITY

Robert's Rules of Order shall serve as the parliamentary procedure.

G. LEGISLATION AND AMENDMENTS

Only voting Staff Senators may propose legislation or resolutions. Staff Senators may submit proposals, in writing, to the Executive Board one week prior to its monthly meetings. (The Executive Board meets one week before the general Staff Senate meets.) All proposals shall be brought before the entire Staff Senate.

H. VOTING REQUIREMENTS

1. Method of voting shall be conducted by a show of hands, unless a Staff Senator requests a different method (subject to approval by a majority vote).
2. Majority vote shall be used for legitimate motions (not including those mentioned in (3:a-h) which require only a majority for their adoption. A majority vote consists of more than half of the votes cast, ignoring abstentions, at a legal meeting where a quorum is present.
3. Two-thirds vote of the entire Staff Senate - The following motions require a two-thirds majority of all the Staff Senators for its adoption:
- a. Amend (annul, repeal, or rescind) any part of the Constitution, Bylaws, or Rules of Order previously adopted. This motion requires previous notice.
- b. Amend or Rescind a Standing Rule, a Program or Order of Business, or a Resolution, previously adopted, without notice being given at a previous meeting or in the call of the meeting.
- c. Take up a Question out of its Proper Order.
- d. Suspend the Rules.
- e. Refuse to proceed to the Orders of the Day.
- f. Sustain an objection to the consideration of a question.
- g. Expel from membership. (This motion requires previous notice and discussion between the parties.)
- h. Depose from office. (This motion requires previous notice.)

I. RATIFICATION AND ADOPTION OF THE INITIAL CONSTITUTION AND BYLAWS

1. The Constitution and Bylaws shall be considered official and adopted after being presented to the Staff Senate in general assembly for two consecutive, scheduled meetings and then passed by a two-thirds vote of the entire Staff Senate.
2. Suspension of the Bylaws may be proposed by any Texas Tech University Staff Senator. The suspension shall be considered adopted upon approval by two-thirds vote of the Senate quorum. Suspensions must be approved for each occurrence.

ARTICLE VI. STANDING COMMITTEES

A. MEMBERSHIP/PURPOSE

1. Nominations
The Nominations Committee shall be comprised of one member from each EEO classification to be chosen by a majority vote of those members present of each EEO Classification at the first regularly-scheduled meeting of each year where official business is conducted. Should no members of the EEO classification present be able to serve on the nominations committee, the president may appoint committee members from within the EEO classification. The duties of the committee shall be to seek and recommend nominations for appointments to internal, external, and University committees, as deemed necessary according to Article V, Section I of the Constitution.
2. Elections
The Elections Committee shall be comprised of one member from each EEO classification to be chosen by a majority vote of those members present of each EEO Classification at the first regularly-scheduled meeting of each year where official business is conducted. Should no members of the EEO classification present be able to serve on the elections committee, the nominations committee may appoint committee members from within the EEO classification. The duties of the committee shall be to handle all nomination and election procedures as set forth in Article III, Section I of the Constitution.
3. Grievance
The Grievance Committee shall be comprised of one member from each EEO classification to be chosen by a majority vote of those members present of each EEO Classification at the first regularly-scheduled meeting of each year where official business is conducted. Should no members of the EEO classification present be able to serve on the grievance committee, the nominations committee may appoint committee members from within the EEO classification. The duties of the committee shall be to handle Staff Senate grievances or concerns that may be expressed by any member of the Staff Senate and/or the University community according to Article IV, Section 2 of the Constitution.
4. Bylaws and Constitution
The Bylaws and Constitution Committee shall be comprised of a minimum of five members. The duties of the committee shall be to accept proposed changes to the Bylaws and Constitution, study the proposals, and prepare recommendations to the Staff Senate in accordance with Article VI of the Constitution.
5. Communications/Public Relations
- a. The Communications/Public Relations Committee shall be comprised of a minimum of five members.
- b. The duties of the committee shall be to plan and coordinate activities at which University staff employees can meet their senators and learn about Staff Senate projects.
- c. The committee shall serve as the public relations agent of the Staff Senate, and work with the news media and human resources areas to publicize the Staff Senate and its endeavors.
- d. The committee shall serve as the editor and publisher of the Staff Insider (Staff Senate Newsletter).
- e. The chair of the committee shall serve as the public information officer of the Staff Senate. As such, the Chair shall approve public notices concerning the Staff Senate or its activities, seeking advice from the Executive Board or other Staff Senate members as appropriate to ensure consistency and accuracy of information.
- f. The committee shall handle all acknowledgements sent from the Staff Senators to members and others as specified.
6. Issues
The Issues Committee shall be comprised of a minimum of five members of the Staff Senate. The duties of the committee shall be to study issues that have been submitted to the Issues Committee by a Texas Tech University staff member, make recommendations back to the Executive Committee regarding handling and disposition of each issue, and notify the author of any action resulting from the committee’s study.
7. Scholarship
The Scholarship committee shall be comprised of a minimum of five members. The duties of the committee shall be to update the information sheet and application yearly (prior to each fall), accept, review, and award applications for the Staff Senator Texas Tech University Employee Scholarship. The committee chair will coordinate with the Scholarship Office to verify each applicant prior to review by the committee.
8. Technology Committee
The Technology committee shall be comprised of a minimum of five members. The duties of the committee shall be to maintain and update the Staff Senate website, maintain the lottery system, and work in conjunction with the Communications/Public Relations committee to obtain information needed to post TechAnnounce messages.
9. Other Committees
Any ad hoc committee may be called by the Staff Senate President and approved by Executive Board as deemed necessary. Membership shall be appointed through the standard nominations process and be disbanded when its purpose has been served. Any committee appointments and duties shall be determined by the Executive Board.

B. ORGANIZATION, POWERS AND DUTIES OF STANDING COMMITTEES

1. Standing Committees and their general jurisdiction may be proposed by members and/or created by the Executive Board to fulfill specific goals, as the Executive Board deems necessary. All proposed legislation shall be referred by the President either to the Executive Board or to the appropriate standing committee, subject to approval by a majority vote of the Staff Senate.
2. The Executive Board shall annually appoint the full membership of the Standing Committees, as specified, subject to the Nomination Committee's recommendations.
3. Each committee shall appoint their individual Committee Chair with the exception of the Nominations Committee. The Committee Chair of the Nominations Committee will be appointed by the Staff Senate President.
4. Should a vacancy or resignation occur on a Standing Committee, the Executive Board shall appoint a new member according to the Nomination Committee's recommendations.
5. If any EEO classification as required by the committee description is not represented on the committee, the committee duties shall be performed as prescribed.
6. These new members shall complete the designated term of their predecessor.
7. Robert's Rules of Order shall govern the Standing Committee meetings as specified in accordance with Article V, Section 2 of the Constitution.
8. The Chair of each Standing Committee shall have the responsibility for the effective administration of the committee. The Chair shall record attendance at each meeting and send a report to the Secretary of the Staff Senate. If the Chair or a member of the committee has a problem with a committee member's attendance, they may submit a formal grievance in writing to the grievance committee detailing the frequency of absences and the impact on the committee. The grievance committee will then gather information and make a formal recommendation to the Executive Board.
9. The Chair of each Standing Committee shall appoint all subcommittees and determine the number of members to serve on each subcommittee, as deemed necessary.
10. Committee and/or subcommittee meetings shall be determined by the Committee Chair.
11. The Chair shall be responsible for matters referred to the committee.
12. The Chair shall preside over all meetings, deliberations and activities.
13. The chair shall have a committee meeting report to be presented at all Executive Board and full Staff Senate meetings.
16. Committee functions may be changed when needed with Executive Board approval. Note: Texas Tech University Staff Employee is defined as any employee that is eligible to be a member of the Texas Tech University Staff Senate.

ARTICLE VII. SPECIAL APPOINTMENTS

A. Parliamentarian

This is a special assignment by the President for a one year term. The duties of this position:
1. Shall know Bylaws and parliamentary procedures.
2. Shall forward all questions that may arise according to Bylaws and parliamentary procedure to appropriate committee.
3. Shall advise the President when something may be happening that is not in accordance with parliamentary procedures or the Bylaws.
4. Shall rule on “point of order questions” raised during a Senate session.
5. Shall be an ex officio member of the Bylaws committee.

B. Historian

This is a special assignment appointed by the President for a one year term. The duties of this position:
1. Collect copies of all Staff Senate records (e.g., minutes, correspondence, reports, photographs, et. al.).
2. Organize and maintain the Staff Senate Archives.
3. Produce Staff Senate historical reports as necessary.
4. Shall be an ex officio member of the Public Relations committee.

Amended

August 4, 1999
April 5, 2000
June 6, 2000
October 3, 2000
March 5, 2003
October 1, 2003
November 5, 2003
December 5, 2003
December 1,2004
January 5, 2005
February 2, 2005

March 2, 2005
April 6, 2005
May 4, 2005
June 1,2005
September 7, 2005
April 5, 2006
October 4, 2006
February 7, 2007
April 4, 2007
June 7, 2007
February 1, 2008

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