Employee Councils Directory, University of Virginia

Mission

Welcome to the Executive Vice President and Chief Operating Officer Employee Communication Council (EVPECC) Home page. As outlined in our Constitution and Bylaws, the EVPECC represents Classified and University Staff in administrative departments of Vice Presidents reporting to Leonard Sandridge, EVP & COO of the University of Virginia. Our Council strives to serve as a vehicle for staff to communicate their ideas and concerns to the administration. We encourage you to contact your council representative with any issues of concern.

Constitution and Bylaws

Purpose

1. To facilitate communication and serve as a liaison between classified staff and administration on matters of mutual concern, including improving procedures, promoting safety, improving employee relations and day-to-day operations.
2. Serve as a medium of communication between and among staff members.

Membership

Qualifications and Representation

1. Membership will consist of classified employees. There will be one representative allocated from each division.
2. Each division should have one alternate to replace council representatives absent from meetings and to assume office in the event of a vacancy.
3. The Executive Vice President and Chief Operating Officer will appoint or reappoint a management representative and an alternate who will be ex-officio council members, as well as a representative from Human Resources.It is recommended that representation on the Council be for a two-year period according to a rotation system, whereby about half of the representatives will be replaced each year.

Conduct and Responsibilities of Representatives (Orientation Overview)

1. A representative may resign by informing the chairperson or the secretary of the council.
2. Representatives will be released from normal work duties to attend the monthly council meetings and to perform any additional official council business.
3. Representatives must strive to keep their constituents informed of council issues and actively solicit the views of their constituents to present to council.

Elections

1. Representative terms of office should be for two years, with turnover of no more than half of the complete council occurring every December.
2. Each representative is responsible for coordinating replacement efforts (elected or volunteered) within his/her division.
3. During the October meeting representatives should advise the Council of their intention to vacate their seat.
4. Each division should attempt to identify a representative for the Council.
5. The newly elected representatives should attend their first meeting in December, accompanied by the vacating representative.

Officers

1. The officers of the council consist of a Chair, a Vice Chair, and a Secretary.
2. The Chairperson will:
   • preside at meetings
   • call special meetings when deemed necessary
   • oversee the council's activities and communications
   • attend additional meetings as necessary
3. The Vice Chairperson will assume the duties of the Chairperson when necessary and will be the principal assistant to the chairperson.
4. The Secretary will:
   • keep minutes of all meetings and distribute them to Council members
   • ensure that correspondence relating to council matters are accomplished
   • ensure that representatives are notified of meetings
   • maintain membership roster
   • relay minutes, meeting information and membership roster to the Department of Human Resources for posting electronically

Election Procedure:

1. In September, the Council chairperson asks for volunteers to form a nominating committee of at least three persons. At this time, nominations are also solicited from the Council for the election of officers.
2. Prior to the October council meeting, the nominating committee will solicit potential nominees, asking their willingness to serve if elected.
3. In October the nominating committee will make a report to the council identifying the nominees.
4. In November the council will allow short speeches by the nominees, if they wish. Upon completion of the speeches, the council will hold a secret ballot election for the positions of Chairperson, Vice Chairperson, and Secretary.
5. In December new officers begin their duties. Vacating representatives should accompany their replacements to this meeting.
6. The position of Chairperson, if vacated, will be filled by the Vice Chairperson until the election of officers is held in November. When the positions of Vice Chairperson or Secretary become vacant, replacements will be elected using a process similar to the process described in Election Procedure statements 1 through 4.

Conducting Business

1. A simple majority of council representatives will constitute a quorum for handling business.
2. A majority vote of representatives present will carry a motion EXCEPT on a motion to amend bylaws. In this case, two-thirds of the representatives must be present, and two-thirds of these must vote in favor of any amendment. Amendments must be ratified by the Executive Vice President and Chief Operating Officer.
3. Votes may be by acclamation or show of hands, unless a representative requests a secret ballot vote.
4. Regular council meetings will be held monthly at a time and place designated by the chairperson.
5. Council will invite the Executive Vice President and Chief Operating Officer to attend at least one meeting annually.
6. Committees or subcommittees may be appointed by the chairperson as necessary to carry out the work of the council.
7. The Council will act upon such business as is brought to it by the representatives or the Executive Vice President and Chief Operating Officer, and will make recommendations to the Executive Vice President and Chief Operating Officer as appropriate.
8. Council meetings are open to observers or visitors who have received prior approval from the chairperson.

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Representatives

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2009 Meeting Schedule

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Minutes

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Suggestions

Do you have an idea that might improve quality of life and work for classified staff at U.Va?

Employees are encouraged to continually look for ways to improve quality, use resources more efficiently, refine processes, and improve morale. Share your ideas with our Employee Council Chair using the form below. We will be happy to present your idea to administration for consideration.

Thanks for taking the time to submit your idea or suggestion using the form below!

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