Article I – Mission
The University of North Carolina at Asheville Staff Council is a representative group of SHRA and EHRA staff 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.
Article II – Organization
Section 1. Composition
- All employees in regular (not temporary) full-time and part-time SHRA (Subject to the Human Resources Act) and EHRA (Exempt from the Human Resources Act) staff positions who are employed by UNC Asheville as permanent employees for at least one year are eligible to serve on the Staff Council. Excluded are all members of Senior Staff, Associate Vice Chancellors, and Dean level positions. Representatives will be elected from each division/area of campus to serve as liaisons.
- The Vice Chancellor of Human Resources, Institutional Equity, & General Counsel and/or their designee is an ex-officio, non-voting advisor to the Staff Council. The Faculty Senate and the Student Government Association may appoint non-voting representatives annually to function as liaisons. The Past Chair also serves as an ex-officio, non-voting member of the Staff Council.
- All Staff Council representatives will serve on at least one Staff Council committee.
Section 2. Participation
Participation as a Staff Council representative, Executive Committee member, or ex-officio member, includes attendance at all regular and special meetings and events. Supervisors shall allow, within reason, staff participation in all Staff Council meetings and activities. Council business should be considered part of the essential duties of staff employees who serve on the Council and support of these efforts by employees’ managers is critical to the success of this organization.
Section 3. Changes in University Organization
The organization of University Divisions will be confirmed within one month of the call for nominations. If the organizational structure of the University should change, elected representatives will continue to serve until the end of the staff member’s term following the change in structure even if they become part of a different organizational division. Modifications to the number of representatives from each division will be handled by the Executive Committee following changes in organizational structure.
Section 4. Terms of Office
The term of office for each Staff Council representative is two full consecutive years. The maximum number of consecutive terms for a Staff Council representative is two (four years). After being off the Staff Council for one year, the staff member will become eligible to serve again.
Article III – Officers and Delegates
Section 1. Officers
The Staff Council representatives will elect the Chair Elect, Secretary, and Treasurer annually when there are vacancies. All voting representatives of the Staff Council will be eligible for nomination to any of these positions.
- The Chair’s responsibilities will include organizing meetings, making committee assignments when necessary, appointing a temporary Secretary from the Staff Council when the elected Secretary is absent, 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 be responsible for representing the Staff Council at all appropriate open meetings on-campus and within the UNC System, including but not limited to Board of Trustees, Foundation Board, Faculty Senate, and Staff Assembly. The Staff Council Chair will vote only to break a tie on a particular issue.
- The Chair Elect’s responsibilities will include chairing the monthly meetings in the Chair’s absence and organizing the semi-annual staff forums. The Chair Elect will also serve as the chair of the Programming Committee. The Chair Elect is intended to move into the Chair role at the next officer election cycle.
- The Secretary’s responsibilities will include recording and distributing the official minutes of each meeting, assuming the duties of the Chair Elect when the Chair Elect is absent and notifying the Chair when a representative has missed more than three regularly scheduled meetings within one year (July-June). If the Secretary is unable to be present at a monthly meeting, the Chair will designate a representative of the Staff Council to record minutes and ensure all meeting procedures are followed. The Secretary will also serve as the chair of the Communications Committee.
- The Treasurer’s responsibilities will include maintaining the Staff Council’s budget and processing all paperwork related to expenditures. The Treasurer will also conduct the yearly Bylaws review and annual elections of new Staff Council representatives. The Treasurer will also serve as the chair of the Governance and Nominating Committee.
Section 2. Executive Committee
The four elected officers (Chair, Chair Elect, Secretary, and Treasurer) are 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. 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. Delegates
Three Staff Council representatives (Chair and two elected) 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 one two-year term. A member of the Executive Committee will be eligible to serve a maximum of one term in a single position. After being out of any of the positions for one year, the person will be eligible to serve again. In the event that a Staff Council representative enters an officer or delegate position in the final year of their second consecutive Staff Council term, they will be allowed to finish out their two year term in that position, thereby serving five consecutive years on the Staff Council.
Section 5. Replacing Vacated Executive Seats
If an Executive position becomes vacant, the Staff Council reserves the right to hold a special election for an interim to serve until the next official election.
Article IV – Committees
Committees of the Staff Council will serve to focus on particular facets of the Staff Council mission. Members of each committee will be on a volunteer basis or appointed by the Chair. All representatives of the Staff Council will serve on at least one committee. 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 meet and make recommendations to the Staff Council.
Section 1. Programming Committee
This committee will focus on developing programs designed to improve the working life and morale of staff, increasing staff engagement, and fostering a sense of community throughout the University. This includes developing and promoting personal and professional development opportunities for staff in conjunction with the Chancellor and Human Resources. The Chair Elect chairs this committee.
Section 2. Communication Committee
This committee will focus on all communications with staff through a variety of media. It will also develop strategies for improving campus communications and provide staff with methods for communicating with the Staff Council and University administration. The Secretary chairs this committee.
Section 3. Governance and Nominating Committee
This committee is responsible for regular review of the Staff Council bylaws (at least once per year) and for planning, organizing, and running nominations and elections for new Staff Council representatives every year. The Treasurer chairs this committee.
Article V – Nominations & Elections
Section 1: Nominations
Nominations for new Staff Council representatives will be made by the staff of each division and be disseminated via the Staff Official email list one week prior to elections. The staff member will be contacted prior to submitting a nomination 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, representatives agree to uphold UNC Asheville’s core value of diversity and inclusion through their advocacy and service to all staff. Staff Council does not and shall not discriminate on the basis of race and 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.
Section 2: Elections
Elections of new representatives will be conducted each year. Each division will have its own separate ballot, which will be distributed to that division’s staff members. Staff members will have two weeks to submit their votes. When all votes are tallied, the staff member with the highest number of votes will be elected to serve. In the event of a tie, Staff Council will have an internal vote to break the tie. In the case where both of a division’s seats need to be filled, the two staff members with the highest number of votes will be elected to serve. All staff members not elected to serve will be declared as non-voting alternates and be eligible to replace a seat that is vacated by that division’s representative during the upcoming two-year term. Alternatives are not required to attend meetings.
Section 3: Replacing Vacated Representative & Delegate Seats
When a Staff Council representative must vacate their term for any reason, an alternate – a candidate who was previously nominated but not elected – will be appointed by the Staff Council Chair from. If an alternate is not available, the Staff Council Chair will appoint a replacement representative from the same division in consultation with that division’s Vice Chancellor.
If a Staff Assembly Delegate is unable to continue with the duties of the position, the Chair will appoint a new Delegate from the current membership of the Staff Council, subject to the approval of the Staff Council.
Article VI – Meetings & Communications
Section 1. Schedule
- The Staff Council will establish annually and publish a calendar of meetings. An agenda for each meeting will be distributed to all representatives of the Staff Council and the Staff Official email list prior to a 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 Staff Council representatives and Staff Official email list.
- 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 Staff Official email list.
- 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 in which they are involved.
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 Rule of Order. The purpose of this is to assist in the effectiveness and efficiency of each meeting. The Staff Council Secretary will ensure that all procedures are followed.
Visitors to the meeting may request time to speak. 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 in writing, communicated via email to the Chair of the Staff Council or communicated 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.
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 (two-thirds membership needed). 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, the semi-annual staff forums, committee meetings, and any special meetings called by the Chair. The Secretary will record attendance at each meeting and keep all attendance records.
- A representative marked as Present has attended the meeting in-person or remotely.
- A representative marked as Excused is not present at the meeting and has contacted the Secretary prior to the meeting with their reason for not attending.
- A representative marked as Absent is not present at the meeting and has not contacted the Secretary prior to the meeting.
- If a representative is marked Absent for three meetings, this representative may be asked to vacate their seat on Staff Council.
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.
Section 6. Staff Council Forum
The Chair Elect will conduct semi-annual forums for all UNC Asheville SHRA and EHRA staff to provide the opportunity for reporting on Staff Council business and receiving input regarding areas of staff ideas, suggestions, or concerns.
Section 7. Meeting Records
Minutes and other documents related to each monthly meeting, including the semi-annual forums, will be shared in a public forum. The Secretary will organize and maintain all documents related to Staff Council meetings.
Section 8. Participation at Staff Council Meetings
University employees are encouraged to participate in Staff Council activities by either attending the monthly meetings or the semi-annual staff forums; however, only representatives of the Staff Council will have the right to introduce proposals, resolutions, and make motions. Those present who are not representatives of the Council may be granted the right to speak, but not vote, on matters before the Council.
Article VII – Revisions to Bylaws
These Bylaws may be amended by the Staff Council with a simple majority voting in favor of the amendment at a regular meeting, or special meeting, where at least two-thirds of the voting representatives of Staff Council are present. The Bylaws will be reviewed at least once per year by the Governance and Nominating 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 the subsequent monthly meeting. Changes will also be communicated to the Chancellor.