OARDC Staff Council Bylaws

(Updated 5/15/2007)
ARTICLE I: PURPOSE

The purpose of the OARDC Staff Council shall be to serve as liaison between the OARDC staff (as defined in Article II below) and the OARDC Administration; to provide a forum in which OARDC staff can raise and discuss concerns and make recommendations on programs; and to facilitate good communications.

ARTICLE II: STAFF

The term "staff" shall refer to all non-faculty, non-unionized, non-bargaining unit employees with a full or partial OARDC appointment. "Non-faculty" personnel shall include Senior A & P Staff, Unclassified A & P Staff and Classified Civil Service Staff. "Staff" who becomes faculty, joins the union, or change positions to a bargaining unit title shall relinquish Staff Council membership.

ARTICLE III: STAFF COUNCIL

The Staff Council shall consist of 12 voting members and 4 nonvoting members. Four voting members shall be appointed to three-year terms by the Director of the OARDC each year. Appointments shall be made prior to the OARDC Staff Council annual meeting, held in the fall . Terms shall begin on October 1 of the year. By October 31 each year, the Staff Council's outgoing president shall issue an annual report, consisting of activities, accomplishments and financial information, to OARDC administration and the Staff Council. The report shall be made available to OARDC staff. Appointments shall be made to fill unexpected vacancies shall be made as appropriate throughout the year with terms beginning immediately. The nonvoting members shall be the OARDC Human Resources Manager, one member from the OARDC/ATI Retirees Association, one USDA non-faculty member, and one non-faculty Columbus Communications Representative. The HR Manager shall represent the Director's Office and it shall be his/her role to serve in an informational and advisory capacity concerning OARDC/OSU rules, regulations, and procedures, and to act as a liaison, where needed, with other administrative units on the Wooster and Columbus campuses. The OARDC/ATI Retirees Association member shall act as a liaison to the OARDC/ATI Retirees Association. The USDA member shall act as a liaison to the USDA employees. The Columbus Representative will act as a liaison and communicate with OARDC appointed staff members located in Columbus.

ARTICLE IV: STAFF MEETINGS

Staff meetings shall be called by the OARDC Staff Council at least once per year with an agenda sent to all staff members at least 20 business days prior to the meeting. One such meeting held in October shall be designated the annual OARDC staff meeting.

ARTICLE V: STAFF COUNCIL MEETINGS

Section 1. OARDC Staff Council meetings shall be held at least six times per year. An agenda shall be published and distributed to members of Staff Council at least five business days prior to the meeting.

Section 2. An organizational meeting of the Council shall be held prior to the annual OARDC staff meeting.

ARTICLE VI: OFFICERS

Section 1. The officers of the OARDC Staff Council shall be a Chair, a Chair Elect, a Treasurer, and a Secretary.

Section 2. The Chair Elect, Treasurer, and Secretary shall be elected in May from among the voting members of Staff Council. Nominations for officer elections will be accepted at the April meeting and up to one full week following the meeting. Nominations should be submitted to the Administration committee chair. At least two-thirds of the membership must vote on the officer team. A simple majority elects each position. In the event of a tie, a revote will be taken. If the revote still results in a tie, a coin toss will decide the winner

Section 3. The Staff Council member elected as Chair Elect shall serve in that role for one year; the following year the member will move into the role of Chair.

Section 4. The Chair and Treasurer shall not hold more than one office at a time.

Section 5. Officers shall undertake the duties described elsewhere in these bylaws and suggested in Robert's Rules of Order Newly Revised. In addition, the Chair shall speak for and represent staff and provide a link with other University and OARDC committees.

ARTICLE VII: STAFF COUNCIL ACCOUNT

The signature of the Chair or Treasurer shall be required to transact business from the OARDC Staff Council account.

ARTICLE VIII: VACANCIES

Section 1. Replacements to fill vacancies in the office of Treasurer or Secretary shall be elected from among voting members of Staff Council at the earliest possible Staff Council meeting. If there is a vacancy in the Chair, the Chair Elect may choose to a) serve as Chair for the rest of that term as well as the following term, or b) serve as Chair only until the following October, when a new Chair will begin the term. If the former, a new Chair Elect shall be elected in the next election cycle as outlined in Article VII Section 2; if the latter, a new Chair Elect shall be elected from among voting members of Staff Council at the earliest possible Staff Council meeting.

Section 2. Any Staff Council member shall be excused for a "Temporary Vacancy of Office" upon approval of leave by the guidelines of Human Resources and/or Administration.

Section 3. An unexpected vacancy on Staff Council not covered in Section 2 may be filled using procedures identical to those for appointment to Staff Council.

Section 4. A member of Staff Council may (or may not) be removed by the Director of the OARDC if Staff Council passes a resolution calling for such a removal.

ARTICLE IX: COMMITTEES

Section 1. The Chair of Staff Council shall appoint all committees taking into account the stated preferences of Staff council members and giving priority to members with shorter remaining terms. With the possible exception of the audit committee these committees shall be appointed promptly after the annual meeting. With the exception of the Audit Committee, the Chair of Staff Council and the HR Manager shall be ex officio members of all committees with no voting privileges.

Section 2. An Administration Committee shall be appointed. It shall be the duty of this committee to maintain the bylaws and to coordinate and supervise recommendations of appointments to the OARDC Staff Council, and to archive documents of historical relevance.

Section 3. A Development Committee shall be appointed. It shall be the duty of this committee to promote appropriate recognition for achievements by staff members and to conduct any money raising activities.

Section 4. A Communications Enhancement Committee shall be appointed. It shall be the duty of this committee to provide information to staff on available programs and services provided by Staff Council; to draft communications from Staff Council; and to research staff needs and desires.

Section 5. An Audit Committee shall be appointed consisting of 3 members of council and one employee of the fiscal office (not a member of council). It shall be the duty of this committee to audit the Treasurer's books 5 to 10 days prior to the annual meeting of the OARDC staff, to give a report at that meeting and submit it to the Director for approval.

Section 6. The Chair may appoint ad hoc committees to address duties not assigned to standing committees. Membership on such committees shall not necessarily be limited to "staff".

Section 7. Committees shall report to Staff Council for action.

ARTICLE X: PARLIAMENTARY PROCEDURE

Meetings shall be conducted according to the current edition of Robert's Rules of Order Newly Revised except in matters covered by the Bylaws. (Strict compliance shall be overlooked unless requested by one or more voting members.)

ARTICLE XI: RATIFICATION AND AMENDMENTS

Section 1. These Bylaws become effective upon acceptance by the Director of the OARDC.

Section 2. These Bylaws may be amended at any staff meeting by a 2/3 vote, provided that the amendment has been submitted in a mailing to staff at least 20 days prior to the meeting. Any "staff" member may submit such an amendment. Amendments become effective upon acceptance by the Director of the OARDC.