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Constitution of the Administrative/Staff Council at ������� Pleasantville/Briarcliff (revised September 1998)

Article 1: Name & Purpose

Section 1: Name

The organization shall be known as the ������� Pleasantville/Briarcliff Administrative/Staff Council. (Heretofore to be known as the “Council”).

Section 2: Purpose

The purpose of the Council is to provide a forum in which administrators and staff may discuss and make recommendations concerning University issues to the President. The Council will strive to facilitate communications between its members and the ������� Faculty and Students, other administrators and personnel on other campuses. The Council will take an active role in working to improve all aspects of the University. The Council will foster and support the personal and professional development of its members.

Article 2: Membership

The voting membership of the Council shall consist of all full-time staff. Other Pleasantville/Briarcliff administrative staff may be extended voting rights by the voting membership. Attendance, participation, and voice are open to all staff. Voting members will try to represent the interest of other staff not considered voting members.

Article 3: Meetings

Section 1: Time and Place

Monthly meetings of the Council shall occur at a time and place to be designated by Officers of the Council.

Section 2: Conduct

All meetings shall be conducted according to Roberts Rules of Order.

Section 3: Order of Business

• Count call of voting members (if quorum is questioned)
• Reading and vote for approval of minutes of previous meeting
• Secretary’s report
• Treasurer’s report
• Committee and Representatives reports
• Old business
• New business
• Adjournment

Section 4: Special Meetings

Special meetings must be called by the Chairperson within ten (10) working days when petitioned in writing by ten (10) or more members of the Council to do so. The Chairperson may also call a special meeting at his/her discretion.

Article 4: Quorum

No official business may be transacted without the presence of a quorum. A quorum shall consist of 20 voting members. If a quorum is not present, an unofficial meeting can be conducted.

Article 5: Officers

Officers of the Council shall consist of four (4) members: Chairperson, Vice-Chairperson (or Co-Chairpersons), Secretary and Treasurer.

Section 1: Election & Tenure

Officers shall be nominated and elected by the voting membership with elections to be held at the last regularly scheduled meeting of the Spring Term. The term of office will be one year, not to exceed three (3) consecutive years.The Vice-Chairperson automatically becomes the Chairperson if the position of Chairperson becomes vacated during the term. This person shall hold office until the next regular election. Election of officers shall be by plurality. Nominations from the floor will be accepted.

Section 2: Eligibility

Any voting members of the Council shall be eligible for election to any office.

Section 3: Duties of Officers

1. The Chairperson shall: (Note: in the case of Co-Chairpersons, it will be left to them to mutually determine who carries out combined duties of Chair and Vice Chair)

• Preside at all Council meetings
• Call special meetings at his/her discretion, or when petitioned in writing by ten (10) members of the Council.
• Make provisions for reassignment of necessary duties of absent members
• In case of budgetary allocation, co-sign with the Treasurer, warrants for all expenditures over $25.00.
• Enforce the Constitution and by-laws of the Council
• Carry out assignments and instructions given to him/her by vote of the Council
• Perform such other duties as customarily pertain to the office of the Chairperson
• Supervise all elections

2. The Vice-Chairperson shall:

• Be of assistance to the Chairperson and assume all responsibilities of the Chairperson when absent
• Assume and perform temporarily the duties of the Chairperson when he/she is disabled or vacates the office

3. The Secretary shall:

• Keep a record of the proceedings of all meetings
• Issue notices and agendas of forthcoming meetings
• Issue copies of the minutes of the previous meetings prior to the next scheduled meeting

4. The Treasurer shall:

• In the case of budgetary allocation, maintain a check on all budget lines.
• Render a budget accounting at each meeting
• Pay all Council bills as directed by the Council

5. Ad-Hoc Steering Committee:The appointed members to the Steering Committee shall:

• Consist of the two previous chairpersons
• Call meetings of the Committee to discuss all recommendations from the membership if requested.
• Serve as advisors to Officers of the Council.

Article 6: Executive Board

Section 1: Members

The Executive Board will be made up of all Officers and the Chairpersons of all Standing Committees and Representatives.

Section 2: Formation

The Executive Board shall be convened upon completion of all formal elections of Officers and Committee Chairpersons and will hold their initial meeting no later than ten (10) days after the elections.

Section 3: Duties

The duties of the Executive Board will be to execute the functions as directed by the Council, such as:

• Hear proposals and reports from the Standing Committees and Representatives.
• Implement actions recommended by the Council.

Article 7: Committees

Section 1: Membership & Term

All voting members of the Council are eligible to serve on standing committees and as representatives and shall be appointed by the Executive Board upon approval of the Council. All standing committee members will hold their position for a one-year term, unless otherwise specified. At no time may one standing committee speak with the authority or voice of the Council as a whole.

Section 2: Ad-Hoc Committees

The Executive Board, as deemed necessary by the Council membership, shall appoint Ad-Hoc Committees.

Section 3: Standing Committees and Representatives Standing committees/representatives shall consist of the following:

• Communications Committee
• Picnic Committee
• Nominations Committee
• Service Committee
• Constitution Committee
• Benefits Committee Representative
• Senate Representative
• Faculty Council Representative

Article 8: Procedures for Amendment

Section 1: Amendments

• Amendments should be referred to the Constitution Committee in writing
• The Constitution Committee will review the proposed amendment(s) and bring it to the floor of the council for discussion.
• Within one week after the meeting, in which discussion took place, ballots are to be sent out
• Ballots are to be returned to the chairperson of the Constitution Committee within two weeks from the date the ballots were sent out.
• Of the ballots returned, a 2/3 vote is needed in order to approve the amendments

Section 2: By-Laws

By-Laws of this Council may be adopted or amended at any regular meeting by a majority of the voting membership provided that written or printed notice of any proposed adoption has been made available at the previous meeting.