SAC By-Laws Contents SAC By-Laws revision draft V13... 1 Definition of Terms... 4 Article 1. SAC Body... 4 Section 1. Representative Eligibility... 4 Section 2. Representative Structure... 4 Section 3. Term... 5 Section 4. Vacancies... 5 Section 5. Removal... 5 Article 2. Officers... 6 Section 1. Terms of Officers... 6 Section 2. Duties of Officers... 6 Subsection 1. President... 6 Subsection 2. Vice President... 6 Subsection 3. Secretary... 6 Subsection 4. Treasurer... 6 Section 3. Removal of Officers... 7 Section 4. Vacancies of Officers... 7 Article 3. Committees... 7 Section 1. SAC Standing Committees... 7 Subsection 1. Elections Committee... 8 Subsection 2. Employee Recognition Committee... 8 Subsection 3. Personnel Policies Committee... 8 Subsection 4. Planning and Staff Engagement Committee... 8 Subsection 5. Special Events Committee... 9 Section 2. Terms and Duties of SAC Standing Chairs and Committee Members... 9 Section 3. Attendance on Standing Committees... 9 Section 4. Formation of Standing Committees... 9 Section 5. Disbandment of Standing Committees... 9 Section 6. SAC participation on University Committees... 9 Subsection 1. FGCU Board of Trustees (BOT)... 9 SAC By-Laws - Final 3-17-17 Page 1 of 17
Subsection 2. University Planning and Budget Council (UPBC)... 10 Section 6. SAC Special Committees... 10 Section 7. Ad-Hoc Committees... 10 Article 4. Elections... 10 Section 1. Annual Representative Elections... 10 Subsection 1. Eligibility... 10 Subsection 2. Nominations... 10 Subsection 3. Voting process... 11 Subsection 4. Ballots... 11 Subsection 5. Reporting/Post Election procedures... 11 Section 2. Officer Elections... 11 Subsection 1. Eligibility... 11 Subsection 2. Nominations... 12 Subsection 3. Voting process... 12 Subsection 4. Ballots... 12 Subsection 5. Reporting/Post Election... 12 Section 3. Committee Chair Elections... 12 Subsection 1. Eligibility... 13 Subsection 2. Nominations... 13 Subsection 3. Voting process... 13 Subsection 4. Ballots... 13 Subsection 5. Reporting/Post Election... 14 Section 4. University Committee Elections... 14 Subsection 1. Eligibility... 14 Subsection 2. Nominations... 14 Subsection 3. Voting process... 14 Subsection 4. Ballots... 14 Subsection 5. Reporting/Post Election... 14 Article 5. SAC Meetings... 15 Section 1. Quorum... 15 Section 2. Regular Meetings... 15 Subsection 1. Meeting Notice... 15 Subsection 2. Frequency... 15 SAC By-Laws - Final 3-17-17 Page 2 of 17
Subsection 3. Attendance... 15 Section 3. Special Meetings... 16 Subsection 1. SAC Meetings... 16 Subsection 2. Staff Assemblies... 16 Article 6. Amendments to the SAC Bylaws... 16 Section 1. Amendments... 16 Article 7. Dissolution.... 16 Section 1. Dissolution Procedure... 16 Section 2. Remaining Funds... 17 Section 3. Records Retention... 17 SAC By-Laws - Final 3-17-17 Page 3 of 17
Definition of Terms The following terms, when used in this document only apply to staff governance at FGCU and have the meanings as assigned: Staff Staff Advisory Council or SAC Representative Representative Classification Liaison FGCU employees holding Support Personnel (SP) or Administrative and Professional (A&P) positions. The duly elected body that represents University Staff. Staff members elected or appointed to serve on SAC. A term used by SAC as a means of organizing staff to ensure proportional representation of staff. Non-voting ex officio member of the SAC body representing a separate governance body or entity of the University. Often SAC reciprocates this relationship by providing a representative to the other body or entity. SAC provides for the following permanent liaison positions: Administrative Liaison Faculty Senate Liaison Student Government Liaison Article 1. SAC Body SAC represents all University Administrative and Professional (A&P) and Support Personnel (SP) staff employed by the University. Staff are eligible and encouraged to participate in all SAC activities including but not limited to meetings, proceedings, committees, policy review and communication mechanisms. SAC committee memberships are open to any Staff member. Section 1. Representative Eligibility University Administrative and Professional (A&P) and Support Personnel (SP) who have been employed by the University for at least one (1) anniversary year when a Representative s term starts and are in good standing with the University, are eligible to be a Representative candidate. Section 2. Representative Structure SAC shall consist of twenty-four (24) elected or appointed Representatives. Representation will be based on the ratio of FTE by Representative Classification for sixteen (16) of these Representatives, with the remaining eight (8) considered at-large. A Representative Classification operates for representation purposes as follows: Office of the President (Athletics, Ombuds, Government Relations, Vice President and Chief of Staff, Legal Affairs, Advancement) Administrative Services & Finance Academic Affairs Student Affairs SAC By-Laws - Final 3-17-17 Page 4 of 17
The SAC Elections Committee will follow a written procedure, which outlines the process to determine proportional representation by Representative Classification and position type (A&P/SP). This procedure will be published to the SAC website and superseded versions will be maintained in the SAC archives. The number of Representatives serving on SAC may be increased by re-evaluating growth based on analysis of the ratio of FTE by Representative Classification. SAC may be increased by increments of two seats based on an affirmative of two-thirds (2/3) majority vote by SAC. Section 3. Term An elected Representative s term will begin on June 1st. Representatives serve two (2) year terms. Each year one half of the seats on SAC will be eligible for election to create a rotation of half of the Representatives. All Representatives shall be limited to two (2) consecutive full terms. An updated list of seats and the Representatives occupying those seats will be maintained by the SAC Vice President. Section 4. Vacancies A SAC seat shall be declared vacant by the SAC President when any of the following occur: 1. An insufficient number of eligible candidates have accepted nominations. 2. A Representative is no longer employed at FGCU in a SP or A&P Position. 3. A Representative has resigned from SAC. 4. A Representative has been removed from SAC. The SAC President shall fill any vacancy by appointment in the following order of priority: 1. From the candidates who were not elected using the most recent election results. Seats shall be filled by the candidate with the next highest vote tally by Representative Classification and by Pay Plan. If there are no remaining names in the Representative Classification, the seat will be filled by the next highest vote tally of at-large candidate in the Pay Plan. 2. Balance of representation as described in Article 1 Section 2 will be maintained. The Representative appointed to this seat will serve the remainder of the vacated term. 1. Appointments shall count as a full term if the replacement Representative serves three-quarters or more of that term (i.e., 1.5 years or more of service). The SAC Secretary will communicate names of newly appointed SAC member to the University Community. Section 5. Removal The SAC President may remove a Representative for just cause including but not limited to excessive absences, negligence, or misconduct. Three (3) absences from SAC meetings within a term year may be considered cause for removal. The Representative must be notified in writing of removal. A Representative may appeal to SAC for re-instatement within two (2) weeks of the delivery of the written notice of removal. The appeal shall be heard at the next SAC meeting. SAC By-Laws - Final 3-17-17 Page 5 of 17
Article 2. Officers The SAC Officers, known collectively as the Executive Committee, are the President, Vice President, Secretary, and Treasurer. Section 1. Terms of Officers SAC Officers shall serve a one (1) year term of office or until the officer s successor is elected. The SAC President and Vice President may serve no more than two (2) consecutive terms in their respective office. Section 2. Duties of Officers Subsection 1. President The President shall represent SAC to the University and to the FGCU Board of Trustees during meetings, facilitate meetings, appoint Representatives to standing or University Committees as needed, oversee the implementation of the communication process between SAC and Administration, ensure the development and presentation of an annual report of SAC activities at the Staff Assembly, and perform such duties as are usual for the office. As a member of the voting body, s/he has exactly the same rights and privileges as all other members have, including the right to make motions, to speak in debate, and to vote on all questions. Subsection 2. Vice President The Vice President shall act in the absence of the President, and serve as Parliamentarian. The Vice President shall oversee and manage of SAC Committee Chairs and representatives to University committees, and gather committee reports each month and forward them to the Secretary for publication in the meeting agenda. The Vice President shall create and maintain a document of procedures pertaining to communication, budget requests, and other day-to-day business of the Council, to maintain a continuity of operational practices from term to term. As a member of the voting body, s/he has exactly the same rights and privileges as all other members have, including the right to make motions, to speak in debate, and to vote on all questions. Subsection 3. Secretary The Secretary shall be responsible for recording the minutes of meetings, assist in distributing meeting information, prepare and post meeting agenda, keep the official Representation roll, and ensure that minutes, committee reports and other official SAC documents are placed on the SAC website. In addition, the Secretary is responsible for issuing notices of meetings to staff in accordance with Sunshine Law requirements, and conducting correspondence as needed for SAC. The SAC Secretary will work with the appropriate department on campus to secure dates, times, and spaces for meetings before the SAC Retreat and ensure all Representatives are aware of all meeting dates/times/spaces. Oversees the SAC comment box and SAC@FGCU.edu inbox with input from other council officers. As a member of the voting body, s/he has exactly the same rights and privileges as all other members have, including the right to make motions, to speak in debate, and to vote on all questions. Subsection 4. Treasurer The Treasurer shall be responsible for the oversight and management of the SAC budget. Such management shall include creating and maintaining a procedure for budget requests and SAC By-Laws - Final 3-17-17 Page 6 of 17
approval, record keeping, disbursement of funds as authorized including allocation of the Executive Committee stipend from recurring E&G funds, and monthly reporting of all transactions. The Treasurer will also develop an annual budget to be voted upon by the SAC body and approve any budgetary adjustments prior to them being voted upon by the SAC body. The Treasurer is also responsible for sending all-staff email communications to the SAC liaison s office for distribution. As a member of the voting body, s/he has exactly the same rights and privileges as all other members have, including the right to make motions, to speak in debate, and to vote on all questions. Section 3. Removal of Officers The SAC membership may vote to remove an Officer from his/her elected position. Removal of Officers is severe and consideration should be made for censure as outlined in Robert s Rules of Order, Newly Revised, or for a motion of no confidence, as alternatives. An Officer can be removed from office by a two-thirds vote, by a majority vote when previous notice has been given, or by a vote of the majority of the entire membership. If a vote to remove an Officer as a Representative on SAC is also to take place, the procedures outlined for removal of a SAC member in Article 1, Section 5. Removal will be followed. The removal as an Officer would take place prior to the removal as a Representative, but both votes can occur in the same meeting with proper prior notice. Per RROONR, when expelled, if the assembly is a permanent society, it has the right, for its own protection, to give public notice that the person has ceased to be a member of that society. (Article XIII.72.) Section 4. Vacancies of Officers In the case of a vacancy of the SAC President, the Vice President shall assume that office and serve the President s unexpired term of office. The term of the Vice President, as President, would not be considered toward the maximum terms of the Officer if elected President. In the case of a vacancy of the Vice President, Secretary or Treasurer an election by majority vote will be held by signed ballot at the next SAC meeting. The President can appoint an acting Vice President, Secretary or Treasurer in the interim. The acting Vice President, Secretary or Treasurer is eligible to become a standing Officer. If the President resigns, a written resignation shall be submitted to the Executive Committee. If the Vice President, Secretary or Treasurer resigns, a written resignation shall be submitted to the President. An announcement of the resignation must be in the next SAC meeting agenda. Article 3. Committees Section 1. SAC Standing Committees Standing Committees are defined as committees which have a continued existence; that are not related to the accomplishment of a specific, once-only task as are ad hoc or special committees. SAC has a number of standing committees as described below: SAC By-Laws - Final 3-17-17 Page 7 of 17
Subsection 1. Elections Committee The Elections Committee oversees the annual SAC elections each spring semester. A Representative cannot be chair of the elections committee in the year he/she runs for re-election; this is done to prevent any real or perceived unethical behavior on behalf of the Chair. Committee members may run for re-election while participating in the Elections Committee. The Elections Committee is responsible for the following: 1. Soliciting candidate nominations for vacant A&P and SP positions. 2. Communicating SAC election procedures and guidelines with nominees. 3. Confirming candidate eligibility through Human Resources. 4. Confirming staff eligibility for voting through Human Resources. 5. Coordinating candidate introductions to the staff by developing biographies of each candidate, distributing the profiles via all-campus email, and posting them on the SAC website. 6. Identifying the most effective voting method (in-person voting or online options) and coordinating the logistics of its effective implementation. 7. Planning the Annual SAC Assembly. 8. Certifying ballot counts and identifying the current year s winners. 9. The schedule will be designed to ensure that elections are completed prior to June 1st. 10. Securely disposing of election ballots following Florida records retention schedules. Biannually, in January of even numbered years, the SAC Election Committee will conduct a review of the SP and A&P positions to determine proportional representation on SAC by Representative Classification and position Pay Plan. The SAC Elections Committee will provide a report to SAC for review and approval no later than March of the same year. The approved report will serve as the guide for elections proportions until the next report. Subsection 2. Employee Recognition Committee The Employee Recognition Committee identifies ways to recognize and encourage outstanding staff performance. The committee is responsible for soliciting nominations for and recognizing those awarded the Finest of the Flock Award, a peer-to-peer recognition program (SAC FOTF); for identifying two award winners for the SAC Professional Development Program (SAC PDP); and determining one A&P and one SP staff member for the Outstanding Staff Awards (SAC OSA). Subsection 3. Personnel Policies Committee The Personnel Policies Committee advises SAC on concerns and interests related to personnel policies. The Committee entertains the concerns and interests related to personnel policies provided to the Committee by the elected Staff Advisory Council or the Staff electorate at Florida Gulf Coast University. The Committee acts as an information-based resource, related to personnel policies, to properly gather, discuss, and address the concerns and interests of staff personnel for appropriate action. Subsection 4. Planning and Staff Engagement Committee The Planning and Staff Engagement Committee creates and presents ways for SAC to market, structure and represent staff in more efficient and effective ways. The Committee discusses, inquires, and investigates the effectiveness of SAC in relation to the perceptions and SAC By-Laws - Final 3-17-17 Page 8 of 17
observations of the staff with a focus on understanding all variables in question that comprise the staff view. Armed with this information, the Committee is charged to create and present new ways for SAC to market, structure, and represent the staff in years to come. The Committee is responsible for maintenance and updates to the SAC website and monthly newsletter. Subsection 5. Special Events Committee The Special Events Committee develops and coordinates special events, which assist in enhancing staff familiarity with SAC and its members, support staff development, build crossdepartmental relationships and promote an enhanced campus climate. Examples of previous and upcoming events include the SAC Bake-Off, Campus Beautification Day, and the Soar Into Spring professional development series which occurs during the week of student spring break. The Committee also identifies other University-organized service events in which SAC members can support and participate. Section 2. Terms and Duties of SAC Standing Chairs and Committee Members Chairs and committee members serve for one year, starting at the SAC Retreat. Standing Committee Chairs are responsible for scheduling and conducting committee meetings. The chair will submit a committee report to the Vice President prior to each General Meeting. Committee members are expected to be active in attending committee meetings and fulfilling committee assignments. Section 3. Attendance on Standing Committees Committee members are expected to attend all committee meetings, when possible. Three (3) absences from a single SAC Standing Committee within a term year will be considered cause for removal from the committee. The Committee Chair will recommend to the SAC President the removal of a committee member for excessive absences. Section 4. Formation of Standing Committees Additional Standing Committees shall be recommended and formed by SAC as the need arises. Formation of a standing committee requires an amendment to SAC By-Laws. Section 5. Disbandment of Standing Committees Standing Committees shall remain unless removed by an amendment to SAC By-Laws. Section 6. SAC participation on University Committees SAC participation on a University Committee or special initiative may be requested or may be required by University Regulation or Policy. SAC participation is required on the following University committees: Subsection 1. FGCU Board of Trustees (BOT) The SAC President serves as a non-voting member per minutes from the February 23, 2016 Board of Trustees meeting, which reflects a unanimous vote. The Staff Advisory Council President will report to the BOT in the same format as the Financing Corporation and Foundation Board. SAC By-Laws - Final 3-17-17 Page 9 of 17
Subsection 2. University Planning and Budget Council (UPBC) Two SAC Representatives are appointed by the University President to serve a one-year term on the UPBC per the UPBC By-Laws. Each year, SAC sends the name of four nominees to the University President for appointment in August. UPBC Committees with one SAC Representative each include: Budget, Safety and Facilities, Enrollment/Retention Management, Strategic Planning and Institutional Effectiveness, Information Resources Committee and Environmental Sustainability Committee. At the beginning of each term year, SAC sends the names of the Representatives to serve on these committees. Section 6. SAC Special Committees The SAC President or Staff Advisory Council may find it necessary to create a committee for a special project or purpose. A Special Committee is defined as one formed to examine and report on a specific issue. The SAC President may appoint or the Staff Advisory Council may elect a special committee, but it remains formed through the completion of the charge given to the committee. If the special committee is to continue into another term, it shall be reaffirmed by the SAC President or Staff Advisory Council in that term. Section 7. Ad-Hoc Committees Based on priorities and initiatives of SAC, the Council may not always be able to fulfill requests for participation on ad-hoc committees. Article 4. Elections Section 1. Annual Representative Elections The Election Committee oversees the annual SAC elections each spring semester per Article 3. Committees, Section 1. SAC Standing Committees, Elections Committee of this document. Subsection 1. Eligibility 1. Staff member eligibility is governed by Article 1. SAC Body, Section 1. Representative Eligibility of this document. 2. A nominee becomes an eligible candidate when they accept the nomination. 3. All eligible candidates will be presented at the Annual Staff Assembly. 4. SAC representatives who change employment classification during their term of office shall retain their seat. The representative would not be able to run for reelection to that same seat due to the employment classification change. Subsection 2. Nominations 1. Self-nominations are accepted. 2. A nominee becomes an eligible candidate when they accept the nomination. 3. All elections will be affirmed by a simple majority. 4. If there are not enough eligible candidates for SAC membership in proportion to each Representative Classification, as defined in Article 1, Section 2. Membership, of this SAC By-Laws - Final 3-17-17 Page 10 of 17
document, SAC will work with the University s Administration to encourage participation in SAC from that Representative Classification. 5. Representatives whose terms are expiring and who are eligible for re-election shall automatically be nominated for their seat; unless they notify the chair that they decline the re-nomination. Subsection 3. Voting process 1. Elections will be conducted by ballot using an appropriate medium. 2. A voting period of two (2) weeks shall begin immediately following the annual SAC assembly. 3. The counting and tallying of ballots should take place on the first business day after ballots are due. 4. The SAC Elections Committee shall certify the results to the SAC Secretary. 5. Candidates will appear on the ballot within their pay plan and Representative Classification. 6. Representative Classification seats will be filled by the candidate with the highest vote tally within that Representative Classification. If there are no candidates on the ballot within a Representative Classification, the SAC President and SAC Elections Committee will work to fill the seat pursuant to Article 1. SAC Body, Section 4. Vacancies. 7. Ties will be decided in favor of the candidate with the earliest FGCU full-time staff hire date. 8. At-large seats shall be filled by the highest vote recipients who otherwise cannot fill a Representative Classification seat. Should it arise that the Representative Classification seats cause an issue with the proportional representation of SP or A&P employees, the seats must be awarded to the highest vote recipient in the pay plan lacking representation. Subsection 4. Ballots 1. All elections will be affirmed by a simple majority of ballots cast. 2. Ballots must be kept a minimum of 30 days after vote count, per the records retention policy. 3. No vote may be held by secret ballot. Subsection 5. Reporting/Post Election procedures 1. The SAC President will immediately notify elected candidates of their election to SAC and their first meeting date. New members will attend the annual SAC retreat for cross training and to elect new officers for the upcoming year 2. The SAC Secretary will communicate names of newly elected SAC Representatives to the University Community. Section 2. Officer Elections Subsection 1. Eligibility 1. Nominees must be a current SAC Representative as of June 1. SAC By-Laws - Final 3-17-17 Page 11 of 17
Subsection 2. Nominations 1. The nomination process will commence during the regularly scheduled May SAC meeting. 2. The nomination process will close at the SAC Retreat held in the month of June 3. Nominations for Officers may be accepted from the floor at either meeting (May or June). 4. In the event the nominated individual cannot be present to accept their nomination at the meeting, an email should be sent to an active SAC Representative indicating their acceptance of nomination to be read into the record. 5. Outgoing Representatives may nominate Officers but are otherwise unable to participate in the election. 6. Self-nominations are accepted. 7. A nominee becomes an eligible candidate when they accept the nomination. 8. All elections will be affirmed by a simple majority. Subsection 3. Voting process 1. The officers will be elected at the SAC Retreat in the following order: President, Vice President, Secretary, and Treasurer. 2. The election shall be by signed ballot. 3. The outgoing SAC Secretary will distribute, collect, and tally the ballots for all officer positions except if running for that position. In this case, the SAC Secretary will designate another Representative to perform these duties for the position for which s/he is running. 4. The Outgoing Election Committee Chair will certify the ballots after the tally, before the announcement is made at the SAC Retreat. Subsection 4. Ballots 1. All elections will be affirmed by a simple majority of ballots cast. 2. Ballots must be kept a minimum of 30 days after vote count, per the records retention policy. 3. No vote may be held by secret ballot. Subsection 5. Reporting/Post Election 1. The outgoing SAC Secretary will announce to the SAC Representatives the results immediately after ballots are tallied and certified for each position. 2. The outgoing SAC Secretary will communicate names of newly elected SAC Officers to the University Community. 3. The newly elected officers will take office at the SAC Retreat immediately following the close of elections. Section 3. Committee Chair Elections At the SAC Retreat, all SAC Representatives choose SAC Standing Committees and University Committees in which they would like to participate. SAC By-Laws - Final 3-17-17 Page 12 of 17
1. SAC Representatives will be provided with written summaries of Committee responsibilities, estimated time commitments, and may hear a synopsis of Committee goals from the outgoing SAC Committee chair. 2. At the SAC Retreat, the Chairs of each SAC Committee are nominated and elected by SAC Representatives. 3. SAC Representatives will then make known their preference for Committee participation by a written process. The results of this process are utilized by the SAC President and Committee Chairs to determine the appointment of Committee members following the SAC Retreat. 4. For University Committees, the SAC President will submit names per Article 3. Committees, Section 6. SAC participation on University Committees. A SAC member may request being removed from a Committee or shifting onto another Committee. The SAC President may request new Committee appointments based on Committee needs. The President and Committee Chairs may also request participation by Staff on Committees or Committee projects. Subsection 1. Eligibility 1. All elected or appointed SAC Representatives are eligible to run for and hold the position of Committee Chair, except for newly elected SAC Officers. Subsection 2. Nominations 1. Self-nominations are accepted. 2. A nominee becomes an eligible candidate when they accept the nomination. 3. All elections will be affirmed by a simple majority. 4. Nominations will take place during the annual SAC Retreat. Subsection 3. Voting process 1. The election shall be by signed ballot. 2. The newly-elected SAC Secretary will distribute, collect, and tally the ballots for all Committee Chairs. 3. The outgoing Election Committee Chair will certify the ballots after the tally, before the announcement is made at the SAC Retreat. Subsection 4. Ballots 1. All elections will be affirmed by a simple majority of ballots cast. 2. Ballots must be kept a minimum of 30 days after vote count, per the records retention policy. 3. No vote may be held by secret ballot. SAC By-Laws - Final 3-17-17 Page 13 of 17
Subsection 5. Reporting/Post Election 1. The newly-elected SAC Secretary will announce to the SAC Representatives the results immediately after ballots are tallied and certified for each position. 2. The newly-elected SAC Secretary will communicate names of newly elected SAC Committee Chairs to the University Community by publishing them in the agenda and minutes for the next regular SAC meeting. 3. The newly-elected SAC Committee Chairs will take office at the SAC Retreat immediately following the close of elections. Section 4. University Committee Elections Subsection 1. Eligibility 1. Any SAC member (staff) is eligible to serve on a University Committee. Subsection 2. Nominations 1. Self-nominations are accepted. 2. A nominee becomes an eligible candidate when s/he accepts the nomination. 3. All elections will be affirmed by a simple majority. 4. Nominations must be made to the SAC President. Subsection 3. Voting process 1. The election shall be by signed ballot. 2. The newly-elected SAC Secretary will distribute, collect, and tally the ballots for all University Committee membership. 3. The Election Committee Chair will certify the ballots after the tally, before the announcement is made at the SAC Retreat. 4. The SAC President will then recommend University Committee members elected for approval by the overall governing authority of that functional area, if required. Subsection 4. Ballots 1. All elections will be affirmed by a simple majority of ballots cast. 2. Ballots must be kept a minimum of 30 days after vote count, per the records retention policy. 3. No vote may be held by secret ballot. Subsection 5. Reporting/Post Election 1. The newly-elected SAC Secretary will announce to the SAC Representatives the results immediately after ballots are tallied and certified for each position. 2. The newly-elected SAC Secretary will communicate names of newly elected SAC Committee Chairs to the University Community by publishing them in the agenda and minutes for the next regular SAC meeting. 3. The newly-elected SAC Committee Chairs will take office at the SAC Retreat immediately following the close of elections. 4. The first task is to schedule a meeting with the outgoing university committee member to conduct a turnover of information. SAC By-Laws - Final 3-17-17 Page 14 of 17
Article 5. SAC Meetings Section 1. Quorum One-half plus one of the total SAC Representatives shall constitute a quorum. Section 2. Regular Meetings SAC Meetings All SAC meetings are public and SAC will provide notice of its meetings via its website. 1. Any employee, student, or member of the public may request to address SAC. a. Individuals who wish to address SAC shall register their intent to speak using a request form provided at each meeting or submit a request to the SAC President in advance of the SAC meeting at which they wish to speak. All comments are limited to a maximum of three minutes per person. SAC has the discretion to refer these items to the appropriate SAC committee, University Department or University Committee for review. b. Request for Agenda Items The request shall be made in writing to the SAC President and Secretary not less than ten (10) calendar days prior to the next scheduled SAC Meeting for items that require action from SAC. SAC has the discretion to refer these requests to the appropriate SAC committee, University Department or University Committee for review prior to placing the request on the agenda. 2. An agenda will be posted to the SAC website no less than 10 calendar days before the scheduled meeting. 3. All meetings will be conducted using the latest edition of Robert s Rules of Order Newly Revised. Subsection 1. Meeting Notice Florida Statues 286.011(1) states that bodies must provide reasonable notice of all such meetings. Reasonable shall be defined according to the Florida Government Sunshine Manual: Except in the case of emergency or special meetings, notice should be provided at least 7 days prior to the meeting. Emergency sessions should be afforded the most appropriate and effective notice under the circumstances. Special meetings should have at least 24 hours reasonable notice to the public. Subsection 2. Frequency SAC shall meet on a regular basis, at least monthly. Subsection 3. Attendance 1. All SAC Representatives are required to attend all regularly scheduled meetings. 2. Advance notice of an absence should be given to the SAC Secretary when possible. a. Absences for Approved Leave must be documented by a copy of the leave form being submitted to the SAC Secretary. SAC By-Laws - Final 3-17-17 Page 15 of 17
3. SAC Representatives missing three (3) meetings within a fiscal year shall be brought up for removal by the Council at the meeting immediately following their third absence. Section 3. Special Meetings Subsection 1. SAC Meetings Special meetings may be called at any time by the SAC President, or by written request of three (3) SAC Representatives. Subsection 2. Staff Assemblies SAC shall hold Staff Assemblies as necessary. 1. An Annual Staff Assembly, open to all Staff, shall be held in April. The annual staff Assembly is utilized to introduce the nominees for SAC membership. 2. The SAC President may call a special Staff Assembly. The SAC Officers serve in their respective positions for a Staff Assembly. Article 6. Amendments to the SAC Bylaws Section 1. Amendments Amendments to the SAC Bylaws may be proposed by submitting in writing the proposed change to the SAC Secretary and SAC President. Approval of Amendments: 1. The SAC Secretary promulgates the proposal to the full SAC body and shall bring the proposed change to the floor of a regular meeting by the second meeting after the proposal has been received. 2. Amendments to the SAC Bylaws may not be voted on in the same SAC meeting in which they are introduced. 3. Proposed amendments require approval by 2/3 of the full membership of SAC in order to pass. 4. Unless otherwise stated in the proposal, amendments will take effect immediately upon approval. Article 7. Dissolution. Section 1. Dissolution Procedure To dissolve the Staff Advisory Council: 1. A motion will be entertained at a special or regular SAC Meeting. Quorum must be met and 2/3 of the voting Representatives must vote for the dissolution of SAC to be presented at a Staff Assembly. The motion must state which SAC Representative(s) will oversee the Staff vote and which SAC Representative(s) will oversee the Staff Assembly. 2. Prior notice of at least ten (10) business days and no more than twenty (20) business days will be given to Staff of a Staff Assembly with the express purpose of presenting the motion for the dissolution of SAC. SAC By-Laws - Final 3-17-17 Page 16 of 17
3. Voting by Staff on the dissolution of SAC must open on the same day as the Staff Assembly and close within ten (10) business days. A majority of voting Staff must vote for dissolution in order for the dissolution of SAC to pass. The SAC Elections Chair in consultation with the Executive Council will determine the best way to capture Staff votes. Section 2. Remaining Funds Upon a successful vote to dissolve the Council, the remaining SAC funds shall first be used to pay any outstanding SAC debt. Remaining funds revert back into the University reserve account from which they came. Section 3. Records Retention It is the responsibility of the SAC Secretary or designee to contact all SAC Representatives to collect records. Any records that remain to be retained will be sent by the SAC Secretary or designee to the Records Management Office with a disposition form. SAC By-Laws - Final 3-17-17 Page 17 of 17