Classified Council

BY-LAWS OF THE CLASSIFIED STAFF COUNCIL

  • Ratified May 1988
  • Amended May 1989
  • Amended May 1992
  • Amended September 1995
  • Amended May 1998
  • Amended December 9, 1998
  • Amended May 18, 2005
  • Amended February 2008
  • Amended May 2010

ARTICLE I: NAME

The name of this group shall be the Classified Council, hereinafter referred to as the “Council.” All classified personnel of Willamette University, Salem, Oregon, and personnel of Tokyo International University of America, Salem, Oregon, holding similar positions, hereinafter referred to as the “Staff,” shall be represented by the Council.

ARTICLE II: PURPOSE

The purpose of this organization shall be to promote communication among the Staff and to have the Council represent the Staff in the best way possible with regard to working relationships and respect due classified personnel of the university.

ARTICLE III: SCOPE

The Council shall not have any power over the internal affairs of any department or decision-making power of any individual classified employee, but rather, each Representative shall have a responsibility to represent his/her area in the dissemination of general information presented to the Staff for discussion, questions, ideas, and/or suggestions to develop better working relationships, provide a systematic means of communication within the department and further the general well-being of the Staff, including oral and/or written communications to the appropriate administrator(s) concerning items or issues that are in the best interest of the Staff. The Council shall not serve as a bargaining unit.

ARTICLE IV: AREA REPRESENTATION

Section 1: Election

The Staff shall be divided into seven Campus Areas as determined by the Council. Each Campus Area shall elect one Representative and one Alternate to the Council.

The Representatives and Alternates shall be elected to a two-year term no later than May 1 by a popular vote of ballots cast by their Area membership to a two-year term. No more than four areas shall elect Representatives/Alternates in any year (except as needed to fill a position vacated mid-term) according to the following schedule:

Odd Years Areas 1,2,3,4
Even Years Areas 5,6,7


The outgoing Representative and Alternate shall conduct Area Elections.

Section 2: Qualifications of Representatives/Alternates

Representatives to the Council must be Staff who have completed six months of employment at the time of nomination.

Section 3: Fringe Benefits Committee Membership

Three Staff will be selected to serve on the campus-wide Fringe Benefit Committee. Each representative will serve a three-year term. Terms will be staggered to ensure that at least one representative is returning to the committee each year. One of the representatives will provide the Council with updates.

ARTICLE V: OFFICERS

The Officers of the Council shall be: President, Vice President, Secretary, and Treasurer.

Section 1: Election of Officers

The Vice President shall request nominations and conduct an election of officers in early April. Officers shall be elected by a simple majority vote of the Staff. Ballots shall be counted by the Vice President and two members of the Staff. The results will be announced via campus mail or email by the first Friday after elections close.

Section 2: Qualifications of Officers

Officers of the Council must be Staff who have completed six months of employment at the time of nomination.

Section 3: Term of Office

The President and Vice President shall be elected to a one-year term (August 1 through July 31). After serving one year in office, the Vice President shall succeed the office of the President. The Secretary and Treasurer shall be elected to a two-year term (August 1 through July 31). The Secretary shall be elected in even years. The Treasurer shall be elected in odd years.

ARTICLE VI: DUTIES OF REPRESENTATIVES AND OFFICERS

Section 1: Representatives and Alternates

Each Representative shall:

  1. Attend meetings of the Council. (If the Representative cannot attend, the elected Alternate should.)
  2. Express to the Council the opinions, concerns, and ideas of the members his/her Area.

Section 2: President

The President shall:

  1. Act as the official spokesperson and representative of the Staff.
  2. Preside over all meetings of the Council and/or Staff and provide direction to its work.
  3. Be empowered to appoint sub-committees of the Council as needed.

Section 3: Vice President

The Vice President shall:

  1. Preside over meetings of the Council in the absence of the President.
  2. Keep an up-to-date list of all Staff and Council members, arranged by Area.
  3. Conduct regular elections and special elections as needed.
  4. Coordinate the Council in planning the December luncheon and evening party for classified employees working evening/night shifts.

Section 4: Secretary

The Secretary shall:

  1. Take the minutes of all Council meetings and distribute them in a timely manner.
  2. Act as custodian of all Council records.
  3. Compose and mail all Council-related, non-financial correspondence.
  4. Maintain the calendar, including reserving facilities for Council-related events.
  5. Perform other tasks pertaining to the Office of Secretary.

Section 5: Treasurer

The Treasurer shall:

  1. Process deposits, journal entries, check requests, and other items related to the Council budget(s).
  2. Maintain accurate records of the Council budgets(s) and reconcile budget(s) with the General Ledger on a monthly basis.
  3. Report budget activity at each Council meeting.
  4. Perform other tasks pertaining to the Office of Treasurer.

ARTICLE VII: MEETINGS

Section 1: Council Meetings

Meetings of the Council shall be held each month September through May (generally during the second week) at a regularly scheduled time and place amenable to the members of the Council. Meetings may be held in June, July, and/or August in extraordinary circumstances. No matters shall be voted upon during the summer months, unless they are deemed an emergency. Special meetings may be called at the discretion of the President.

Section 2: Quorum

A majority of the Representatives (or Alternates attending in their place) shall constitute a quorum for the transaction of any Council business. A quorum must be present when Council business requiring a vote is conducted.

Section 3: Visitors

Visitors are welcome to attend any Council meeting, with no vote. Visitors may be asked to leave the room during discussions or votes.

Section 4: Reports from University Committees

Staff representatives to other university committees (e.g., Safety, Facilities Planning, Library) may be invited by the Council to submit a regular report on their work to Council meetings.

Section 5: Definition of Time Spent

Time spent by Representatives, Alternates, Officers or Staff in Council/Staff meetings or in attending to related business is considered University time, not personal time, and therefore is not subject to rules governing time lost from the department. Department supervisors shall not require Staff to make up time spent in Council meetings and/or on Council business.

ARTICLE VIII: MONTHLY LUNCHEONS

A Classified Staff Luncheon shall be held each month, September through April (generally during the third week). The primary purpose of these luncheons shall be for the social interaction of the Staff, although Council business may be discussed as needed.

ARTICLE IX: BY-LAWS

These By-Laws may be amended in whole or part by a popular vote of ballots cast by the Staff.