People/Web Search Calendar Emergency Info A-Z Index UVA Email   University of Virginia  

Constitution & Bylaws

Purpose

Function as a channel of communication for receiving and addressing staff ideas and concerns, including improving communication, procedures, employee relations, safety and daily operations.

Scope of Authority

  1. The Council has no administrative authority. Its responsibility is to act in an advisory capacity to the Executive Vice President and Chief Operating Officer (EVPCOO).
  2. The Council may make recommendations and present concerns to the EVPCOO for further clarification or action.

Membership

Representation

  1. Membership will consist of classified and university staff employees, with representation based on the departments within the Organizational Chart.
  2. Each department will have 1 alternate to replace the representative absent from meetings, and to become the representative in the event of a vacancy. The alternate has full voting rights only when the representative is absent.
  3. Representation will be for a 2-year term, with about one-half of the representatives rotating out each year. Representatives may serve for 2 consecutive terms (a total of 4 consecutive years) and may be reappointed after a 1-year absence from the council.
  4. If a representative resigns or loses his/her office, the alternate will assume the position for the duration of the term. In the absence of such a person, the Council Chair will seek a new representative from that department.
  5. The EVPCOO will appoint a management representative and an alternate, who will be ex-officio council members.
  6. A liaison from HR will be appointed to serve and attend meetings as a resource of Personnel policy interpretation and provide information as an ex-officio council member.
  7. The Audit Department will appoint a liaison to serve and attend meetings as an ex-officio council member.

Conduct and Responsibilities of Representatives

  1. Representatives will be released from normal work duties to attend the monthly council meetings and to perform any additional official council business.
  2. Representatives must keep their constituents informed of council issues and actively solicit the views of their constituents to present to the council.
  3. Representatives are obligated to attend or send their alternate to each meeting.
  4. The seat of the representative will be declared vacant with two consecutive unauthorized absences, or three unauthorized absences in a term year. Absences are approved at the discretion of the Chair, and if the Chair is notified in advance or if the alternate attends the meeting.
  5. A representative may resign by informing the Chair in writing.

Rotation of Council Representatives

  1. Each department will have 1 alternate to replace the representative absent from meetings, and to become the representative in the event of a vacancy. The alternate has full voting rights only when the representative is absent.
  2. Representation will be for a 2-year term, with about one-half of the representatives rotating out each year. Representatives may serve for 2 consecutive terms (a total of 4 consecutive years) and may be reappointed after a 1-year absence from the council.
  3. The first meeting of the new term will be in September.
  4. The vacating representative should attend the first meeting with the new representative.
  5. Department Heads will be provided written notification of representation status according to the rotation timetable. They will have the following options, based on the two-term limit:
    • Reappoint the representative
    • Appoint a new representative

Officers

  1. The officers of the council consist of a Chair, a Vice Chair, and Secretary.
  2. Representatives elected to an office will serve a one year term in that office. The representative may run again for any office or be elected to a maximum of two consecutive terms in the same office.
  3. The Chair will:
    • Preside at the meetings
    • Call special meetings when deemed necessary
    • Oversee the council’s activities and communications, including meeting dates and times
    • Attend additional meetings as necessary
    • Ensure the council website is updated and maintained
  4. The Vice Chair will:
    • Assume the duties of the Chair when necessary, or in the case of a vacancy
    • Be the principal assistant to the Chair
    • Schedule speakers for meetings
  5. The Secretary will:
    • Keep minutes of all meetings and distribute them to the council members within 2 weeks of the meeting
    • Maintain membership roster and attendance
    • Maintain membership rotation timetable
    • Notify, by letter, the Heads of the departments, based on the rotation timetable, indicating representative rotation schedule.

Election Procedure

  1. At the June meeting, the Chair will ask for volunteers to form a nominating committee of at least three persons. The nominating committee can not run for an office.
  2. The nominating committee will solicit potential nominees, by any means, asking their willingness to serve if elected. The deadline to receive and accept nominations will be two weeks after the June meeting.
  3. The nominating committee will allow self-nominations, in addition to nominations by other representatives.
  4. Nominees must be in good standing.
  5. Immediately following the acceptance deadline, the nominating committee will report to the council by e-mail, identifying the willing nominees.
  6. At the July meeting, elections will be held. At the beginning of the meeting, the council will allow a short speech by each nominee. Upon completion of the speeches, the council will hold a secret ballot election for the positions of Chair, Vice Chair and Secretary.
  7. The Chair and Vice Chair will be elected from the same ballot. Each representative will select their top 2 candidates, with the candidate receiving the most votes becoming Chair and the first runner-up becoming Vice Chair, unless candidates elect to only run for Chair or Vice Chair.
  8. The Secretary will be elected from a ballot separate from the Chair/Vice Chair, with the top candidate becoming Secretary.
  9. In the event a representative or the alternate cannot attend the meeting during which the elections are held, the representative may submit an absentee ballot in a sealed envelope, with the representative’s signature across the seal, sent to the nominating committee no less than 24 hours prior to the meeting. The absentee voter will also notify the Chair that an absentee ballot has been submitted.
  10. The vacating officers should meet with the incoming officers to prepare them for the upcoming term prior to the September member.
  11. In September, the new officers begin their duties.
  12. The vacating Chair should remain on the council as an ex-officio for 6 months, to assist the new Chair.

Conducting Business

Regular council meetings will be held monthly at a time and place designated by the Chair.

  1. A simple majority of council representatives will constitute a quorum for handling business. A quorum may be achieved in person, by email or via conference call.
  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. 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.
  5. The 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 Chair as necessary to carry out the work of the Council.
  7. Council meetings are open to observers or visitors who have received prior approval from the Chair.