LAMAR UNIVERSITY STAFF SENATE

BYLAWS

ARTICLE I - NAME, FUNCTION, AND DELIBERATION OF ISSUES

Section 1. Name. The name of this organization shall be Lamar University Staff Senate.

Section 2. Function. The Staff Senate shall function as the official coordinating body of staff views relating to the activities of Lamar University, and shall provide policy guidance for the administration on all matters pertaining to the welfare, conduct, and involvement of employed human resources.

The Staff Senate shall be charged with the responsibility of providing the President and other members of the administration with a consensus of staff employees opinions including but not limited to the following areas of interest:

A. Administrative Procedures

B. Staff evaluation, promotion and termination

C. Staff recognition and awards

D. Vacancies in Administrative Positions

E. Staff salaries, retirement, insurance, and fringe benefits

F. Development Leaves

G. Professional Staff research

Section 3. Deliberation of Issues. Staff Senate deliberation and action may be initiated either from a request for policy guidance by the administration, or from the request of the employees it represents. All issues brought before the Senate shall require a majority vote of the senators present at the meeting in order to be considered. Those issues not considered will be referred to the proper authority for resolution. The Senate may make recommendations to the appropriate official on any matters which it considers to be of concern to the welfare of the Lamar University staff, faculty and students.

ARTICLE II -- SENATE QUALIFICATIONS, ELECTIONS, VACANCIES

Section 1. Qualifications. Permanent (benefits eligible) staff members below the rank of Vice President shall be eligible to be elected to the Staff Senate if they have completed three years service at Lamar University prior to assuming office. Members of the Staff Senate shall be elected for three-year terms. The terms shall be staggered (one-third being elected each year). The terms shall be effective the first day of each Fall semester.

Section 2. Elections. Senate elections shall be held in May in each Division under the supervision of the Committee on Nominations. Permanent (benefits eligible) staff members below the rank of Vice President shall be eligible to vote for representatives if they have completed six month's service at Lamar University. These eligible voters shall constitute the voting staff.

Each Division of the University is eligible to elect representatives based upon the total number of permanent (benefits eligible) staff (non-faculty) members. The number of staff representatives in each division shall be determined as follows:

More than 1, but no more than 15 permanent (benefits eligible) employees=1 representative

More than 15, but no more than 30 permanent (benefits eligible) employees=2 representatives

More than 30, but no more than 45 permanent (benefits eligible)

employees=3 representatives

Greater than 45 permanent (benefits eligible) employees=maximum of 4 representatives

Changes in organization among the Divisions on campus may make it necessary to recompute the number of representatives in the respective areas.

The Secretary shall issue a call for nominations of the Staff Senate representatives May 1. The Committee on Nominations shall prepare a ballot and distribute it to the Staff Senate representatives for distribution to the entire eligible voting staff. Ballots should be returned to the Committee on Nominations who will tally the votes and announce results of Staff Senate elections by June 1. In the event of a tie, a runoff election will be held following the same procedures as outlined above.

Section 3. Vacancies. Vacancies shall be filled by special elections called by the Senate under the supervision of the Committee on Nominations following the same procedures as outlined in Article II, Section 2.

ARTICLE III -- OFFICERS, ELECTION, NOMINATION, TERM OF OFFICE, DUTIES, AND VACANCIES

Section 1. Officers. Senate Officers shall be a President, Vice President, Secretary, Treasurer and the most recent past President serving as an ex-officio member provided they continue to serve as an elected senator. These officers shall comprise the Executive Board.

Section 2. Election. Officers shall be elected annually from the senate membership prior to the first regularly scheduled meeting of the Fall semester.

Section 3. Nomination. The Committee on Nominations shall be appointed by the President from the elected representatives in accordance with Article V, Section 1. It will be the responsibility of the Committee on Nominations to meet and prepare a slate of officer candidates no later than two weeks prior to the September meeting. Eligible voters will be the duly elected representatives for the upcoming fall semester. The Committee on Nominations will distribute the ballots to each elected representative one week prior to the September meeting. The voting shall be by secret ballot returned to the Committee on Nominations who will tally the votes and announce the results of officer elections by August 31.

Section 4. Term of Office. Newly elected officers will officially hold office from the first regularly scheduled meeting of the fall semester through August 31 of the following year.

An officer may be elected to the same office for two successive terms. After a lapse of one year, the same individual is eligible again for election to that same office. The individual may be elected to a different office without the one-year lapse.

Section 5. Duties. Staff Senate officers shall be obligated to uphold and represent the interest of the Staff Senate and the welfare of the staff, faculty and students of Lamar University.

A. The Staff Senate President Shall:

(1) Perform the duties prescribed by these Bylaws and by Roberts Rules of Order (newly revised).

(2) Preside at all meetings of the Staff Senate and the Executive Board and set priorities for the agenda.

(3) Act as Parliamentary Advisor for all meetings of the Staff Senate and assigned sub-committees where business is conducted on behalf of the Staff Senate.

(4) Appoint all chairmen of Senate standing and special committees, unless otherwise specified, subject to the approval of the Executive Board.

(5) Be a member ex-officio of all committees except the Committee on Nominations.

(6) Call meetings of the Executive Board whenever such meetings are necessary.

(7) Keep the Staff Senate fully informed on all matters concerning the senate.

(8) Serve as the official representative of the Staff Senate where such representation is necessary or desirable.

(9) Prepare a complete written annual report concerning the work of the office to the Staff Senate for distribution at the last meeting.

(10) Transfer all files to the incoming Staff Senate President no later than September 30.

(11) Perform such other duties as required of the office of Staff Senate President.

(12) Serve as ex-officio member of the Executive Board for the year immediately following their term as President provided they continue to serve as an elected senator.

B. The Staff Senate Vice President shall:

(1) In the absence of the Staff Senate President, be presiding officer of all Staff Senate meetings or meetings of the Executive Board.

(2) Prepare a complete written annual report concerning the work of the office to the Staff Senate for distribution at the last meeting.

(3) Transfer all files to the incoming Staff Senate Vice President no later than September 30.

(4) Act as Parliamentary Advisor for all meetings of the Staff Senate and assigned sub-committees where business is conducted on behalf of the Staff Senate.

(5) Perform such other duties as may be assigned by the Executive Board.

C. The Staff Senate Secretary shall:

(1) In the Absence of the Staff Senate President and the Staff Senate Vice President, be presiding officer of all Staff Senate meetings or meetings of the Executive Board.

(2) Be responsible for the minutes of all Staff Senate Meetings and the Executive Board meetings.

(3) Execute general correspondence as directed.

(4) Be custodian of all Staff Senate records, policies, and proceedings.

(5) Issue call for nominations of Staff Senate representatives in May.

(6) Prepare a complete written annual report concerning the work of the office to the Staff Senate for distribution at the last meeting.

(7) Transfer all files to the incoming Staff Senate Secretary no later than September 30.

(8) Act as Parliamentary Advisor for all meetings of the Staff Senate and assigned sub-committees where business is conducted on behalf of the Staff Senate.

(9) Perform such other duties as may be assigned by the Executive Board.

(10) Shall serve a two year term on a rotating basis with the treasurer.

D. Staff Senate Treasurer shall:

(1) Preside at meetings int eh absence of the President, Vice-President and Secretary.

(2) Be responsible for the receipt and deposit of all funds.

(3) Maintain a record of receipts, disbursements, and other financial transactions made by or on behalf of the Staff Senate, in a uniform set of records. IN accordance with generally accepted accounting principles.

(4) Present a financial report at meetings.

(5) Serve a one of the signing officers for the Staff Senate bank account.

(6) Prepare an annual financial statement to be distributed to the Staff Senate at the last meeting.

(7) Perform such other duties as may be assigned by the Executive Board.

(8) Shall serve a two year term on a rotating basis with the secretary.

Section 6. Vacancies. The Executive Board shall appoint a staff senate representative to fill any office for the unexpired term. The appointment shall require prior consent of the staff senate representative.

ARTICLE IV -- MEETINGS, AGENDA, VOTING REPRESENTATION, AND QUORUM

Section 1. Meetings of the Executive Board. The Executive Board, consisting of the elected officers of the Staff Senate and other representatives as deemed necessary by the Staff Senate President or the Executive Board, shall meet on a monthly basis for the purpose of setting the agenda. Official minutes shall be kept by the Staff Senate Secretary.

The Executive Board shall also meet regularly with the Lamar University President. No official minutes will be taken; however a detailed report shall be given by the Staff Senate President at the next regularly scheduled Staff Senate meeting.

Section 2. Meetings of the Staff Senate. The Staff Senate shall determine a regular meeting place, hour, and day for monthly meetings. Meetings shall be held the second week of each month. Special meetings may be called as stated in Section 3. All permanent staff members are welcome to the meetings of the Staff Senate except in cases when either the officers or the Staff Senate deems a closed meeting is necessary. Visitors will be offered the floor only by invitation during Good of the Order. A regularly scheduled meeting may be canceled or postponed at the preceding meeting by a two-thirds vote of the Staff Senate representatives. Official minutes will be kept by the Secretary. Minutes shall be sent to the Lamar University President and Vice Presidents. Staff Senate Representatives shall be responsible for distributing minutes to their Divisions.

Section 3. Special Called Meetings. The Staff Senate shall meet at other times at the request of the Lamar University President, the Executive Vice President for Academic and Student Affairs, the Vice President for Finance and Operations, the Vice President for Administration and Council, the President of the Staff Senate, or on the written request of five (5) members of the Senate. Official minutes shall be kept by the Staff Senate Secretary.

Section 4. Agenda. An agenda for each regular meeting shall be established, and the membership informed, as far in advance as possible but not less than three (3) working days prior to each meeting. Items for the agenda may be submitted to the Executive Board for consideration by any Staff Senate representative if submitted three (3) working days prior to the Executive Board meeting. New business not on the agenda may be introduced, but no action shall be taken until a later meeting unless such action is deemed necessary by a majority vote of the senators present. A formal agenda is not necessary when a special meeting for emergency discussion and action is called.

Section 5. Voting Representation. Each representative, including the officers, shall have one vote. Representatives shall be regarded as either present or absent. There shall be no substitutes and no proxies.

Section 6. Attendance. Upon a majority vote of the Executive Board, an elected representative may be dismissed for non-performance of duties, including but not limited to, absence from four regularly scheduled Staff Senate meetings per year. Determination shall be made by the Executive Board in the case of extenuating circumstances. The vacancy shall be filled in accordance with Article II, Section 3.

Section 7. Quorum. A quorum shall be a simple majority of the total membership of the elected Staff Senate representatives.

ARTICLE V - COMMITTEES

Section 1. Standing Committees.

A. Committee on Nominations shall:

(1) Consist of a chairman, appointed by the Staff Senate President with Executive Board approval, and two members, none of whom shall be an officer and no two of whom shall be from the same Division.

(2) Receive nominations from Divisions through staff senate representatives for elections to Staff Senate or from Staff Senate representatives for officer elections.

(3) Prepare ballot for distribution to eligible voting staff by Staff Senate representatives for elections to staff senate or to Staff Senate representatives for officer elections.

(4) Receive ballots from Staff Senate representatives for their Divisions in elections for Staff Senate representatives or from Staff Senate representatives for officer elections.

(5) Announce results of Staff Senate elections by June 1. Announce results of officer elections by August 31.

(6) Prepare a complete written annual report concerning the work of the committee to the Staff Senate for distribution at the last meeting.

(7) Transfer all committee files to the incoming chairman no later than September 30.

B. Staff Compensation and Budget Committee shall:

(1) Consist of a chairman, appointed by the Staff Senate President with approval of the Executive Board, and as many members of the Staff Senate as deemed appropriate.

(2) Address issues assigned by the Lamar University President, Executive Board, and/or the Staff Senate dealing with staff salaries, retirement, insurance, fringe benefits, and any other topic deemed appropriate. Make periodic reports to the senate and/or Executive Board as needed. Prepare written digests of committee recommendations for adoption by the senate. Under no circumstances shall information be disseminated from a committee which has not been authorized by a majority of the Executive Board or adopted by majority vote of the senate.

(3) Prepare a complete written annual report concerning the work of the committee to the Staff Senate for distribution at the last meeting.

(4) Transfer all committee files to the incoming chairman no later than September 30.

C. Staff Issues Committee shall:

(1) Consist of a chairman, appointed by the Staff Senate President with approval of the Executive Board, and as many members of the Staff Senate as deemed appropriate.

(2) Address issues assigned by the Lamar University President, Executive Board, and/or the Staff Senate dealing with administrative procedures, staff evaluation, promotion and termination, staff recognition and awards, vacancies in Administrative positions, and any other topic deemed appropriate. Make periodic reports to the senate and/or Executive Board as needed. Prepare written digests of committee recommendations for adoption by the senate. Under no circumstances shall information be disseminated from a committee which has not been authorized by a majority of the Executive Board or adopted by majority vote of the senate.

(3) Prepare a complete written annual report concerning the work of the committee to the Staff Senate for distribution at the last meeting.

(4) Transfer all committee files to the incoming chairman no later than September 30.

D. Audit Committee shall:

(1) Consist of a chairman, appointed by the Staff Senate President with approval of the Executive Board, and as many members of the Staff Senate as deemed appropriate.

(2) Establishing policies and practices to prevent financial fraud. This includes a full understanding of the areas of risk as they relate to potential fraud within th organization.

(3) Make certain that controls are in place to provide reasonable assureance that assets are safeguarded, that transactions are authorized and properly recorded, and that the organization isin compliance with applicable laws and regulations.

(4) Ensure that the frequency, distribution, and scope of the organization's accounting reports are appropriate to support the Staff Senate's responsibilities for providing meaningful data and that the information contained is timely and accurate.

(5) Prepare a complete written annual report concerning the work of the committe to the Staff Senate for distribution at the last meeting.

Section 2. Special Committees. Special committees may be appointed by the President with Executive Board approval.

ARTICLE VI - AMENDMENTS

Section 1. Bylaws Amendments. These Bylaws may be amended by a majority vote of the Staff Senate representatives. Amendments must be proposed at the meeting prior to the taking of the vote.

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Bylaws adopted: September 29, 1993
Revised: May 2008