BYLAWS
Revised June 2012

Mission Statement: 

The University of Montana Staff Senate facilitates communication and cooperation between the administration and the staff of The University of Montana.  The Staff Senate promotes and works for improved working conditions and the professional welfare of UM's staff – “The Heart of the Grizzly."

 Article I - Name

This organization shall be named the Staff Senate of The University of Montana-Missoula, hereinafter referred to as Staff Senate.

Article II - Staff Definition

Staff is defined as all permanent staff members whose FTE is .5 or greater and who are not contract administrators, contract professionals, individuals on Letters of Appointment, or faculty; hereinafter referred to as Staff.

Article III - Staff Senate Membership

The membership of the Staff Senate is derived from Staff representatives who have completed six months of continuous employment at a University of Montana - Missoula campus on or before June 1 of the year in which his/her term shall begin.

Staff Senate members will review the by-laws and mission statement every two years, effective July 2010.

Article IV - Purpose

Staff Senate shall:

• Work to enhance the visibility of Staff on campus and within the community;
• Provide a forum whereby opinions of Staff can be collected and expressed on issues facing the University and higher education in the State of Montana;
• Act as liaison to express the views and concerns of Staff to the administration of The University including the Commissioner of Higher Education and the Board of Regents;
• Provide a mechanism for supplying voting representatives to all University and applicable State committees to assure shared governance of The University;
• Collaborate with administration, faculty, and staff to create a spirit of unity, pride, and cooperation;
• Support professional development opportunities for classified staff;
• Provide active representation in the Montana University System Staff Association (MUSSA).
• Participate in other goals and activities as the Senate determines to be consistent with the overall purpose of Staff Senate;

Article V- Meetings

Section 1 - Staff Senate Meetings:  The Staff Senate shall meet at least once each month.  Senators shall be released from normal work duties for the purpose of attending Staff Senate meetings and for additional time to serve on Staff Senate or University committees and other duties as noted in Article X. This release time shall not be charged against their annual leave and shall be considered regular work time. Supervisors shall be notified by the President’s Office of their employee’s appointments to the Staff Senate and to University committees.  A majority of Senators constitutes a quorum for the purpose of elections, voting and decision-making­­­.

Section 2 – Special Staff Senate Meetings:  Upon a majority vote at a regularly scheduled meeting, or as a written request signed by a majority and submitted to the President of Staff Senate, a special meeting shall be called.

Article VI - Staff Senate Powers and Duties

• The Staff Senate, as the representative body of the staff, shall have the power to act and speak for the Staff on all matters concerning Staff.
• The Staff Senate may examine all matters related to the professional welfare of the University Staff and is charged with protecting the professional welfare of the Staff.
• The Staff Senate shall be available to meet with The University administration, faculty, students, Commissioner of Higher Education and/or Board of Regents for advice and consultation and shall disseminate information to the Staff.
• The Staff Senate shall have the power to adopt such standing rules as are deemed necessary.

Article VII - Staff Senate Representation

The Staff Senate shall consist of 30 members proportionately representing each Equal Employment Opportunity (EEO) Category.  Representative categories are defined as follows:

Category C – Professional Non-faculty

Category D – Technical

Category E – Clerical

Category F – Skilled Crafts

Category G – Service Workers

Missoula College – All Categories*

*The Missoula College Representative agrees to represent all Missoula College staff regardless of EEO Category. 

If a Senator changes employment category during their term, that Senator shall complete their current term in their original category.

Article VIII - Nominations to Staff Senate

During the April meeting, nominations for Senate positions shall be called for and petitions submitted to the Staff Senate Nominations and Elections Committee.  Candidates may nominate themselves or may be nominated by any classified staff person.  All Senators who are at the end of their term of office face re-election.

Article IX - Elections to Senate

All classified staff members are eligible to vote for candidates within their employment category. Regular elections shall be held before the Staff Senate meeting in May, and the elected Senators will be announced at the May meeting.

Article X - Senator Responsibilities

All Senators have the following responsibilities:

• Attend monthly Staff Senate meetings.  A member may be excused for the following reasons:  sick or annual leave, or professional obligations.  A Senator who expects to be absent must notify the Staff Senate Secretary before the meeting.
• Represent staff’s viewpoints on issues to ensure fair representation of all staff;
• Communicate the issues discussed in the meetings and any correspondence received with Staff;
• Serve on at least one Staff Senate committee.
• As assigned, serve on at least one University committee each year and as approved by the University President.  Provide a written monthly report from those committees to the Staff Senate.  Only one monthly report per committee need be submitted.

Article XI - Term of Senators

Section 1 - Term: Senators shall be elected for a term of two (2) years.  Newly elected Senators assume official Senate duties immediately prior to the election of officers at the June meeting.

Section 2 - Limitation: A Senator shall not serve more than three (3) consecutive terms. Re-election may take place two years after the expiration of a Senator’s term.  Exceptions may be granted by a majority vote of the Senate.

Article XII - Staff Senate Vacancies and Resignations

Section 1 - Declaration of Vacancy: A Senator's seat shall be declared vacant following three (3) unexcused annual absences at regular monthly Staff Senate meetings. Excused absences include: sick leave, annual leave, and professional obligations.

Section 2 - Filling Vacancies: With the consent of the Staff Senate at a regular meeting, the Senate President shall fill vacancies. The appointee shall serve until the expiration of the vacated term.

Section 3 - Appointment Qualifications: The appointee shall be from the same EEO category as the Senator whose seat has been vacated. Exceptions may be granted with a majority vote of the Staff Senate.

Section 4 – Failure:  A Staff Senator’s failure to perform the duties and contributions listed in Article X, shall be brought to the attention of the Executive Committee for action.  The expected duties include (a) participation in Staff Senate meetings, (b) participation in the work of assigned University and Senate committees, (c) communication with Staff, and (d) notification of absences to the Senate Secretary.  After such review, the Executive Committee may recommend to the Senate that the Senator be replaced.  Any officer or Senator may be removed by two-thirds vote of the Staff Senate at any regular meeting or special meeting called for that purpose.

Section 5 – Resignation:  If, for any reason, a Senator cannot fulfill his or her expected duties, the Senator shall give written notice to the Senate President.  Resignations shall take effect upon receipt of such notice.

Article XIII - Staff Senate Officers

Section 1 - Officers: The Staff Senate shall elect from its membership an Executive Committee comprised of President, Vice-President, Secretary, Finance Officer, and Public Relations Officer(s) at its regular meeting in June of each year.  The President Ex-officio shall serve the Staff Senate and Executive Committee in an advisory capacity.

Section 2 - Nominations: Position descriptions for Staff Senate officer elections will be disseminated in April.  Nominations for Staff Senate officers shall be called for at the May meeting and new Senators not yet seated on Staff Senate will be notified at that time.  Officers will be elected at the June meeting.

Section 3 - Election of Officers: Elections shall be by paper ballot with a majority of Senators present at the June meeting or by proxy vote in advance of the meeting. Incoming, current, and outgoing Senators who attend the June meeting may vote for officers.

Section 4 - Term: The officers shall serve for one (1) year, to assume official duties immediately prior to the adjournment of the June meeting.

Section 5 - Vacancies:   A vacancy in the Office of the President will be filled by the Vice-President. Other vacancies will be filled by appointment of the Executive Committee.

Section 6 - Limitation: No person shall serve simultaneously as an officer of the Staff Senate and as an officer of a labor union.

Section 7 - Duties of Officers

     President shall:

• Act as the chief Staff representative in matters of University governance and campus activities;
• Act as Staff advocate in all University matters;
• Convene regular meetings of the Staff Senate, set the agenda, invite special guests, and conduct the Staff Senate and Executive Officer meetings;
• Serve as a representative on the University Planning Committee;
• Represent Staff at The University commencement ceremony;
• Serve as The University of Montana-Missoula co-representative and liaison for affiliated campuses on the Montana University System Staff Associations (MUSSA) committee and attend Board of Regents meetings as designated by the Commissioner of Higher Education Office;
• Act as Staff representative in matters before the Commissioner of Higher Education and Board of Regents;
• Participate with other Staff Senate elected officers in ongoing strategic planning for Staff Senate activities including planned expenditures;
• Supervise the Staff Senate Administrative Associate;
• Meet monthly with the University President to provide updates regarding Staff Senate activities and concerns;
• Recommend appointments to University committees when applicable.

Vice-President shall: 

• Understudy the President in conducting meetings, official business, and supervision of the Staff Senate Administrative Associate;
• Assume the duties of Staff Senate President when the President is absent;
  • Participate with other Staff Senate elected officers in ongoing strategic planning for Staff Senate activities and planned expenditures;
  • Attend with the Staff Senate President monthly meetings with the University President to provide updates regarding Staff Senate activities and concerns;
  • Serve as Missoula co-representative and liaison for affiliated campuses on the Montana University System Staff Associations (MUSSA) committee and attend Board of Regents meetings as designated by the Commissioner of Higher Education Office;
  • Serve as a representative on the University Planning Committee;
  • Correspond with Senators regarding the Staff Senate absentee policy to assure attendance;
  • Welcome guests to Staff Senate meetings.

Finance Officer shall:

• Establish Staff Senate budget in collaboration with Executive Committee;
• Be responsible for maintaining Banner accounts and keeping accurate records of all Staff Senate funds for reporting and auditing;
• Serve as a representative on the University Budget Committee;
• Submit fiscal reports at Executive Committee and Staff Senate meetings identifying balances and/or financial concerns;
• Receive monies, make deposits as required, and pay invoices after approval by the Staff Senate President and/or Vice President;
• Participate with other Staff Senate elected officers in ongoing strategic planning for Staff Senate activities.

President Ex-Officio shall:

Serve to consult, advise, and provide information to the incoming officers as well as enhance continuity within the Senate operations and structure. The immediate Past-President shall serve only in an advisory capacity as President Ex-Officio.

Secretary shall:

• Compose draft minutes of monthly meetings within two weeks after each Staff Senate meeting, survey Staff Senators for clarification and editing of minutes, and finalize a revised draft of the minutes for broadcast to the campus community one week prior the next Staff Senate meeting;
• Notify Vice President of any absentees to ensure absence abuse is addressed promptly;
• Send meeting agenda to Staff Senators one week prior the Staff Senate meetings;
• Maintain attendance roster;
• Participate with other Staff Senate elected officers in ongoing strategic planning for Staff Senate activities.

Public Relations Officer shall:

• Serve as Communications and Visibility (CVC) committee chairperson;
• Schedule and attend monthly CVC meetings;
• Serve as Public Relations Liaison for all Staff Senate activities including media notification of classified staff activities and/or accomplishments;
• Collect newsletter articles and prepare the layout of the Staff Senate newsletter for publication three times per year;
• Send meeting schedules to News ForUM and appropriate news agencies in a timely manner;
• Participate in any social media (Facebook, Twitter, etc.) Staff Senate accounts;
• Update Staff Senate bulletin boards in University Center and Lommasson Center each semester;
• Participate with other Staff Senate elected officers in ongoing strategic planning for Staff Senate activities.

Executive Officers shall provide Staff Senate leadership as the Executive Officers Committee (XO) to assure timely and effective work of the Senate. 

• The XO shall consist of the President, Vice-President, Secretary, Finance Officer, and Public Relations Officer.  The Ex-Officio President will serve on the Executive Board as a nonvoting ex-officio member.
• Carry on the interim business of the Staff Senate between regular meetings, call special meetings and represent the Staff Senate at meetings with the University administration, ASUM, Faculty Senate, the Commissioner of Higher Education and/or Board of Regents;
• Form ad hoc committees and task forces.  Solicit and select the members for those committees;
• Call emergency meetings of the Staff Senate when necessary;
•  Serve as the Budget Committee of the Staff Senate;
• Investigate, analyze, and inform Staff Senate on all legislative actions relevant to the University and of specific interest to the Staff;
• Be a liaison between Staff Senate and other committees working on legislative issues.

Article XIIII - Special Appointments

The Historian is a volunteer position appointed by the Staff Senate Executive Committee for a two year term.  The Historian

will collect copies of all Staff Senate records (minutes, correspondence, reports, photographs, etc.); organize and maintain the Staff Senate archives; and produce Senate historical reports as necessary.

The Staff Senate Administrative Associate is a University of Montana staff member hired to support the programs of the Staff Senate.  The Administrative Associate reports to the Staff Senate President and provides direct administrative support to the Staff Senate Executive Officers.  The Administrative Associate performs the day-to-day tasks of the Staff Senate office.  Duties include: communication with the campus community by disseminating information to them regarding issues affecting the classified staff;  gathering information and designing layout for Staff Senate newsletters and the Staff Senate website; coordinating logistics for Staff Senate-related meetings and special events (room scheduling, invitations, catering, materials preparation); supporting the Communications and Visibility Committee’s marketing, event planning and fundraising efforts; coordinating New Employee Orientation efforts; creating marketing materials; processing travel arrangements and reimbursements; maintaining the list of Senators, their contact information and committee affiliations; and facilitating the Historian’s information gathering and record keeping duties.  The Administrative Associate will also support MUSSA when The University of Montana or a UM affiliate campus staff member chairs MUSSA.

Article XV - Committees

Section 1 - University and State Committees

The Staff Senate shall provide each year, or as vacancies occur, representation on all committees as requested by The University administration.   Appointments shall be made by The University of Montana President upon the recommendation of the Staff Senate for the standard terms of the respective committees.

• State Labor Management Committee—the full Staff Senate will select the Staff representative from a self-nominated pool of candidates. The term will be three years. The Staff representative will report to the Staff Senate at the next meeting of the Staff Senate immediately following the State Labor Management Committee meeting.

The committee interest forms are available via the Staff Senate web page. Notice of vacancies will be posted to the web page with deadlines as they occur.

• University Budget Committee - The Staff Senate Finance Officer will be the representative on this committee.

• University Planning Committee - The Staff Senate Vice President will be the representative on this committee.  The Staff Senate President will attend in the absence of the Vice-President or if requested by the Committee.

• UM Employee Recognition Committee - The purpose of the UM Employee Recognition Committee is to work with HR to ensure that staff members are recognized individually and collectively for their contributions to the university.

Section 2 - Staff Senate Committees

Only Staff Senators are eligible to serve on Staff Senate Committees.

Appointments to Staff Senate committees shall be for one (1) year or as necessary, with appointment or reappointment at the discretion of the Executive Committee. The chairperson of each Staff Senate committee shall provide regular written communications to the Staff Senate via the Committee Report Form on the Staff Senate website and a brief oral report at the next Staff Senate meeting.   

Committees will be formed at the annual July meeting.

Staff Senate Committees are:

• Bylaws Committee - The committee shall guide actions taken by Staff Senate to ensure compliance with these bylaws; review and revise the bylaws to ensure timeliness and consistency with University and State policies.

• Communications and Visibility Committee -Shall promote the visibility and contributions of Staff to the on-campus and off-campus communities by spotlighting Staff in campus publications and activities; participate in Staff Appreciation Day activities; promote the "Heart of the Grizzly" initiative; promote/facilitate Homecoming activities; and other activities as developed.

• Nominations and Elections Committee – This committee shall consist of at least four Staff Senate members.  The committee shall conduct the elections of new Staff Senators. The Nominating Committee’s charge is to determine which members of staff are eligible to run for Staff Senate and to determine the number of Senators to be elected from each EEO category. A list of nominees for Staff Senator positions will be proposed at the April Staff Senate meeting.  The committee notifies the Vice President of Administration and Finance’s Office of newly elected Senators requesting he notify Senators’ supervisors of their recent election and encouraging the supervisors’ support.

The committee shall also conduct the elections of new Staff Senate Executive officers.   A list of nominees for Staff Senate Executive Officers will be circulated to the members prior to the June meeting.   Nominations from the floor will be accepted at the time of each election.   The committee notifies the University President of the names of elected Staff Senate Executive Officers.

• Outstanding Staff Award Committee - The committee shall select two Staff Awards: the Outstanding Staff Award for Excellence in Job Performance and the Outstanding Staff Award for Campus Interaction and Meritorious Job Performance.  Three Senators and the four most recent recipients shall make up the committee membership.

• Scholarship Committee - The committee of five Senators shall solicit funds for the awarding of annual scholarships to be given to a relative(s) of University of Montana Staff members. The committee selects the scholarship recipient(s) from qualified applications based on established criteria.  Scholarship recipients are honored at the April Staff Senate meeting.

• Fundraising Committee – The committee shall conduct fundraising activities as approved by the Executive Officers in support of Staff Senate activities.

• Staff Senate Survey and Assessment Committee – The committee is responsible for conducting surveys of UM staff on issues of importance as identified by the Staff Senate.

Other - Any other committee as designated by the Staff Senate.

Article XVI - Parliamentary Authority

The rules contained in Robert's Rules of Order, Newly Revised, shall govern the Staff Senate meetings in all cases to which they are applicable and in which they are not inconsistent with these bylaws.

Article XVII - Amendments to Bylaws

Section 1 - Proposals:  Amendments may be proposed by a majority of the Staff Senate or upon a petition signed by at least ten (10) percent of the Staff and presented to the Staff Senate President.

Section 2 - Adoption:

Within 14 days after an amendment has been proposed, it shall be posted on the Staff Senate web site to allow time for review and comment from staff. The Staff Senate shall vote on the amendment at the Staff Senate meeting immediately following the review and comment period. Upon approval of two-thirds (2/3) of the votes cast by the Staff Senate, the proposed amendment shall become effective as of the date set forth in the proposal.

Revised June 2012.