Bylaws

Article I – Mission

The University of North Carolina at Asheville Staff Council is a representative group of permanent, non-faculty employees charged with advising the Chancellor and constructively addressing the concerns of UNC Asheville employees.

Staff Council exists to support the continuous improvement of the University’s organizational capacity by supporting an engaged and thriving community where staff have a voice and impact on the University’s mission and models innovative collaboration in higher education.

Staff Council does not and shall not discriminate on the basis of race, ethnicity, age, religion, disability, socio-economic status, gender expression, gender and sexual identity, national origin, culture, and/or ideological beliefs. Staff Council is committed to providing an inclusive and welcoming environment for all members of our staff, campus community, and beyond.

 

Article II – Organization

Section 1. Composition

1. All employees in permanent, non-faculty positions who are employed by UNC Asheville as permanent employees for at least six months are eligible to serve on Staff Council.
2. Staff Council seats will be apportioned on a ratio of 1 seat per 30 permanent, non-faculty positions
3. All members of Senior Staff, Associate Vice Chancellors, and Dean-level positions are ineligible to serve on Staff Council
4. The Associate Vice Chancellor for Human Resources, Assistant Vice Chancellor of Institutional Integrity and Access, Chief of Staff, and General Counselor or their designees are ex-officio, non-voting advisors to the Staff Council.
5. The Faculty Senate and the Student Government Association may appoint non-voting representatives annually to function as liaisons.
6. The Past Chair serves as an ex-officio, non-voting member of the Staff Council.

Section 2. Participation

1. Participation as a Staff Council representative, Executive Committee member, or ex-officio member includes attendance at all regular and special meetings and events.
2. All Staff Council representatives will serve on at least one Staff Council committee
3. Only representatives of the Staff Council have the ability to introduce proposals, resolutions, and make motions at any time throughout meetings
4. Participation in Staff Council requires supervisor support and approval
5. University employees are encouraged to participate in Staff Council activities by attending the monthly meetings
6. Those present who are not representatives of the Council may be granted the right to speak, but not vote, on matters before the Council
7. The Staff Council Chair will vote only to break a tie on a particular issue.

Section 3. Terms of Office

The term of office for each Staff Council representative is two full consecutive years, beginning and ending in accordance with the University’s fiscal year. Representatives may run for and be elected for consecutive terms during the normal election cycle.

 

Article III – Positions

Section 1. Officers

The Staff Council representatives will elect the Chair,  Vice Chair of Communications, Vice Chair of Employee Belonging and Wellness, and Vice Chair of Operations annually. All voting representatives of the Staff Council may be nominated to any of these positions.

1. The Chair’s responsibilities will include organizing meetings, making committee assignments when necessary, appointing a temporary Vice Chair of Communications from the Staff Council when the elected Vice Chair of Communications is absent to record minutes and ensure all meeting procedures are followed, and serving as an ex-officio member of the Staff Council for one year after a new Chair is elected. The Chair, or the Chair’s designee, will represent the Staff Council at all appropriate open meetings on-campus and within the UNC System, including but not limited to the Board of Trustees, Faculty Senate, and Staff Assembly.
2. The Vice Chair of Communications’ responsibilities will include recording and distributing the official minutes of each meeting, and notifying the Chair when a representative has missed more than two regularly scheduled meetings within one year (July-June).
3. The Vice Chair of Employee Belonging and Wellness’ responsibilities will include responding to the community needs among staff, including but not limited to support needs, community- and team-building, and advocacy as needed
4. The Vice Chair of Operations’ responsibilities will include maintaining the Staff Council’s budget and processing all paperwork related to expenditures. The Vice Chair of Operations will also conduct regular, as-needed bylaws review and annual elections of new Staff Council representatives.

Section 2. Executive Committee

The four elected officers (Chair, Vice Chair of Communications, Vice Chair of Employee Belonging and Wellness, and Vice Chair of Operations) comprise the Executive Committee. The Executive Committee will meet at least once a month to oversee the operation of the Staff Council and set the agenda for each monthly meeting. Each Executive Committee member is responsible for leading at least one committee. Any decisions made by the Executive Committee will be subject to approval by the voting representatives of the Staff Council. The Staff Council Chair will also serve as the chair of the Executive Committee.

Section 3. Staff Assembly Delegates

Three Staff Council representatives (Chair and two additional members) will serve as delegates to the North Carolina Staff Assembly. Staff Assembly Delegates will be elected by Staff Council representatives and will attend all meetings of the Staff Assembly, assist with Staff Assembly events, and serve on Staff Assembly committees. One alternate Staff Assembly Delegate will also be elected to take the place of a delegate who cannot attend a Staff Assembly meeting or event.

Section 4. Terms of Office

All officers and delegates will serve a one-year term. Officers and delegates may serve consecutive terms if elected by Staff Council representatives. Elected officers are able to run for and be elected for consecutive terms only if they are first elected to fill a vacant seat on Staff Council

Section 5. Replacing Vacated Executive Seats

If an officer position becomes vacant, the Staff Council reserves the right to hold a special election for an interim to serve until the next official election. If a Staff Assembly delegate position becomes vacant, the Chair will call for volunteers or appoint a new Delegate from the current membership of the Staff Council, subject to the approval of the Staff Council.

 

Article IV – Committees

Committees of the Staff Council will focus on particular facets of the Staff Council mission. Members of each committee will serve on a volunteer basis or be appointed by the Chair. All representatives of the Staff Council will serve on at least one committee.

There will be ongoing standing committees that align with each Vice Chair role. These committees will focus on supporting the responsibilities within each officer’s role, including any special projects or tasks that arise as needed. If the need arises for the Staff Council to examine a specific issue or task, the Chair will appoint representatives of the Staff Council to serve on ad hoc committees to make recommendations to the Staff Council.

Special committees or task forces will be reviewed on an annual basis and determined by the Chair and/or representatives based on the goals of the Staff Council.

 

Article V – Nominations & Elections

Section 1: Nominations

A call for nominations for new Staff Council representatives will be made and disseminated via the Staff Official email list at least one week prior to elections. Nominations can be submitted for new Staff Council representatives by or on behalf of an individual. Nominees will be contacted to ensure the willingness of the nominee’s participation and that the nomination will not interfere in the staff member’s work duties.

By accepting a nomination to serve on Staff Council, the staff member agrees to being on the ballot for the election. If elected, representatives agree to uphold UNC Asheville’s core values while advocating for staff, elevating their concerns, and improving the campus community as a whole.

Section 2: Elections

Elections to fill open seats will be conducted each spring. Nominations and a process for voting will be shared with the campus at least two weeks prior to the voting deadline. When all votes are tallied, the staff member(s) with the highest number of votes will be elected to serve. In the event of a tie, Staff Council members will have an internal vote to break the tie. Any nominated staff members not elected to serve may be declared as non-voting alternates and be eligible to replace a seat that is vacated during the upcoming two-year term. Alternates are not required to attend meetings.

Section 3: Officer Elections

Elections of new officers will be conducted by representatives following annual elections each year.

Section 4: Replacing Vacated Representative Seats

When a Staff Council representative must vacate their term for any reason, an alternate – a candidate who was previously nominated but not elected – may be appointed by the Staff Council Chair. If an alternate is not available, the Staff Council Chair may appoint a replacement representative in consultation with the Staff Council membership

 

Article VI – Meetings & Communications

Section 1. Schedule

1. The Staff Council will annually establish and publish a calendar of meeting dates and times. An agenda for each meeting will be distributed to the campus prior to the meeting. The agenda will be determined by members of the Executive Committee. If there are no agenda items, the Executive Committee reserves the right to cancel a meeting and must notify the campus of that decision.
2. Special meetings may be called by the Staff Council Chair, the Chancellor, or a majority of the Staff Council. Notification of these special meetings will be sent to the campus
3. The end of each Staff Council meeting will be reserved for representatives, staff members not on the Council, and other meeting visitors to inform those present about upcoming campus events and any updates relevant to staff

Section 2. Procedures

In an effort to govern monthly meetings in a constructive and democratic manner, all official Staff Council gatherings will utilize the latest edition of Robert’s Rules of Order. to assist in the effectiveness and efficiency of each meeting. The Vice Chair of Operations will ensure that all procedures are followed.

Visitors to the meeting may request time to speak during the New Business portion of the agenda. The Chair of the Staff Council reserves the right to limit the speaking time of visitors.

Institutional issues may be brought before the Staff Council in person, submitted anonymously via the Feedback form, communicated via email to the Chair of the Staff Council, or communicated directly to a representative. If the issue is communicated to a representative, it will be the representative’s responsibility to inform the Chair or a member of the Executive Committee.

Minutes and other documents related to each monthly meeting will be organized and maintained by the Vice Chair of Communications, as well as shared on the Staff Council website

Section 3. Quorum

In order to conduct business, at least 50 percent of the voting membership of the Staff Council must be present, except to amend the Bylaws as detailed below. If a quorum exists, motions will pass if approved by a simple majority of the members present. If a quorum is not present, the meeting will continue, though no votes will be recorded and the previous meeting’s minutes will not be approved until the following meeting. Seconded motions will be approved by a simple majority of the representatives present.

Section 4. Voting

Only Staff Council representatives who are present at meetings will be eligible to vote. The Staff Council Chair will vote only in the event of a tie.

Ad hoc, online voting may be used for special circumstances in which a vote must be taken, but the Staff Council is unable to meet as a body to vote.

Section 5. Attendance

All Staff Council representatives will attend all regularly scheduled monthly meetings, committee meetings, and any special meetings called by the Chair. The Vice Chair of Communications will record attendance at each meeting and keep all attendance records.

Any representative who is marked Absent for two consecutive meetings will be contacted by the Chair to determine their ability to continue serving on the Staff Council. Any representative who is marked Absent for three consecutive meetings or for five total meetings during the year will be replaced with an alternate.

 

Article VII – Revisions to Bylaws

These bylaws can be amended by a simple majority of Staff Council members at a regular meeting or a special meeting where at least two-thirds of the voting representatives are present. The Bylaws will be reviewed regularly, as determined by the Bylaws Committee, and revised as needed.

Bylaws revisions may be presented in writing to the Staff Council at any monthly meeting and will be voted upon for approval at a subsequent monthly meeting. Changes will be communicated to the Chancellor.