Staff Council

Krista Brown, Interim President, Lubbock
Missy Caton, Abilene
Michelle Sperbeck, Abilene
Dena Hair, Amarillo
Amanda Hines, Dallas
Stan Blackmon, Dallas

Candidate Eligibility for Council Members

1. Candidates seeking membership to the Council must be a TTUHSC-SOP staff.
2. Candidates must be employed by TTUHSC-SOP for 6 months prior to their nomination.

Candidate Eligibility for Executive Board Members

1. Any Council member may run for an Executive Board position.
2. Candidates seeking the position of President-Elect, Secretary/Treasurer, or a campus Vice President must have served on the Council as an elected or appointed member for at least six (6) months prior to the election for that fiscal year. In the event that there are no candidates seeking a position, then the Executive Board can modify this rule to allow the temporary removal of this paragraph.

Nomination Procedures

1. The Planning Committee will develop and post a nomination form (via TTUHSC announcement page, Outlook e-mail distribution list, Staff Council web page, posters, etc.). The nomination form will describe the eligibility and duties of a Council member and provide instructions for nomination process. Supervisors will be encouraged to nominate their employees.
2. Candidate nominations may be self-nominations or made by members of the staff. Nominations are required on the designated Staff Council member nomination form.
3. General nomination by May 15th.
4. Executive nomination by June 30th.
5. A signed agreement to serve will be obtained from each nominee. The agreement shall include an explanation of the eligibility requirements and duties of a Council member, as well as an acknowledgement from the nominee’s supervisor that he/she is aware of the expectations of a Council member.
6. The Planning Committee will be responsible for the collection of nominations and agreements to serve.
7. The Planning Committee will ensure all member vacant positions have nominations prior to election.
8. The Planning Committee will present the nomination forms to Human Resources to verify the nominee meets eligibility requirements and have the local HR representative or designee complete a Human Resources Review form on each nominee.

Nomination Forms

• SOP Staff Council Nomination Information

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Election Procedure

1. General Election by June 15th. The election of Council members shall be done through electronic ballots and shall occur from May ?? to June 15th.
2. Executive election by July 31st. The election of Executive Board members shall be done through electronic ballots and shall occur from July ?? to July 31st.
3. The Planning Committee will prepare the election ballots indicating the names of the nominee in alphabetical order, and by campus. Additionally, the election ballot will include the number/representation of Council members to be elected and instructions for voting.
4. Voting in the election for general Council members is open to all staff.
5. Voting for Executive Board members is open to all Council members.
6. At the close of the elections, the Planning Committee will count the ballots.
7. Council members will be selected based on the highest number of votes received. In case of a tie, it will be decided upon a basis of a drawing.
8. In the event the number of nominees for each campus is equal to or less than the number vacant seats, the nominee(s) shall be considered elected to the Staff Council by default.
9. The Planning Committee shall notify the newly elected Council member and their supervisor in writing.
10. The Planning Committee shall make the results of the election known to the TTUHSC-SOP community.

All elected Council members and Executive Board members shall assume responsibilities at the first meeting of the Staff Council, September of each year.

Article I- Council Name

The name of the organization will be the Texas Tech University Health Sciences Center- Jerry H. Hodge School of Pharmacy (TTUHSC-SOP) Staff Council (also referred to as “SC,” or the “Council”).

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Article II- Organization, Membership and Alliance

The SC shall consist of Staff at TTUHSC-SOP. There shall be an Executive Board which is comprised of President, President-Elect, Secretary/Treasurer as well as a Vice President from each campus. The SC shall coordinate activities and communication through common meetings.

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Article III- Mission, Vision, and Values Statements

Mission

The purpose and mission of the TTUHSC-SOP Staff Council is to serve as a voice for SOP staff, to advise the Dean of TTUHSC-SOP on the working climate, and to raise issues and concerns of staff. The Staff Council also commit to support staff through various activities and initiatives.

Vision

Increase visibility

The Staff Council strives to reach its constituents through its personal engagement and communication on social media platforms, emails and other school platforms.

Increase a sense of community

The Staff Council understands the importance of building a strong sense of community not only between staff, but between staff and other groups on campus. We are working to enhance a sense of pride in who staff are, what staff do, and the important role staff play in the success of TTUHSC- SOP. Growing this sense of community and connection with TTUHSC-SOP will have a real and lasting effect on staff morale and job satisfaction.

Values

1. Improving Working Climate

The Staff Council strives to improve the employment, general welfare, work environment, opportunities, and policies and procedures that affect staff.

2. Enhancing Staff Communication

The Staff Council focuses on enhancing internal communication among staff on all campuses, as well as with the local communities.

3. Promoting Professional Development

The Staff Council works to promote and provide organizational and professional development opportunities to staff.

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Article IV- Role of the Council

1. The Council shall serve as an advisory organization providing guidance and feedback to the TTUHSC-SOP Dean on issues that may affect staff.
2. The Council shall facilitate various activities, events, and programs related, but not limited to:

a. Improving mutual respect and the workplace climate

b. TTUHSC-SOP specific training and development opportunities

c. TTUHSC-SOP specific staff recognition and appreciation

d. Collaboration with TTUHSC Staff Senate

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Article V- Responsibilities of SC Members

1. Council members shall seek and gather feedback and input from staff on issues related to school working conditions. Council members shall communicate these issues during common meetings, and work to resolve the issue and/or find solutions to remedy the issues.
2. Council members will attend regularly scheduled meetings, committee meetings, and other special sessions as needed (see Article XII, Section 1). Council members are expected to attend at least 60% of all council, campus council/committee meetings that they are a member of, to keep in good standing. The Policies and Procedures will set the parameters of how to work with those members that are not meeting this requirement.
3. Council members will report, orally or in writing at each general Council meeting, on the activities and items discussed or reviewed at any other school related committee meeting(s) in which they attended as a Council representative.
4. Active Council members will be invited to attend the annual meeting during summer months each fiscal year.

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Article VI- Staff Council Membership

Section 1: Elected Council Members

1. The Council membership should strive to reflect a ratio of two (2) council members per each campus that are elected to the Council.
2. Elected Council members shall represent the staff on each campus, in addition to the SC as a whole.
3. Council members shall be elected into office during the month of June each year (see Article VII).

a. The term period for elected Council members shall be for two (2) fiscal years, with an option to extend their membership for a second term with supervisor approval (see Article VII, Section 1). September 1st - August 31st

Section 2: The Executive Board

a. The Executive Board shall be comprised of a President, President-Elect, Secretary/Treasurer, Past President (ex-officio).

b. To prevent a complete Executive Board turnover every year, the Council will elect new Executive Board members from the general Council membership, to serve a term period of two (2) fiscal years as follows:

I. Each even numbered fiscal year, a new Secretary/Treasurer will be elected.

II. Each odd numbered fiscal year, a new President-Elect will be elected to serve one year, then progress to President for a two-year term.

III. The Spokesperson for the Council shall be the President.

Section 3: Ex-Officio Members

a. The SC President shall serve as Past President for one (1) fiscal year, following the completion of their term as President, and as an ex-officio (non-voting member) except in cases of tie votes in Council elections or decisions.

Article VII- Election Process for SC Members

Section 1: Candidate Eligibility for Council Members

1. Candidates seeking membership to the Council must be a TTUHSC-SOP staff.
2. Candidates must be employed by TTUHSC-SOP for 6 months prior to their nomination.

Section 2: General Council Member Election Procedures

1. All Council members will be elected for a term of two (2) fiscal years each June.

a. General nomination by May 15th

b. General Election by June 15th

2. Council members must remain off the Council for a period of one (1) fiscal year after serving any portion of his/her two (2) year or extended four (4) year term, before running for re-election. Exception to this will occur with supervisor approval for continued service on the Council (not the Executive Board) on a yearly basis.
3. Voting in the election for general Council members is open to all staff.
4. The Executive Board will make the determination on the rules for voting. These rules will be outlined in the Policies and Procedures Manual.

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Article VIII- Election of Executive Board

Section 1: Candidate Eligibility for Executive Board Members

1. Any Council member may run for an Executive Board position.
2. Candidates seeking the position of President-Elect, Secretary/Treasurer, or a campus Vice President must have served on the Council as an elected or appointed member for at least six (6) months prior to the election for that fiscal year. In the event that there are no candidates seeking a position, then the Executive Board can modify this rule to allow the temporary removal of this paragraph.

Section 2: Executive Board Election Procedures

1. All elected Executive Board members, except President or President-Elect, will serve for a term of two (2) fiscal years, and may serve consecutive terms, up to four (4) fiscal years. The fiscal year will be considered Sep 1 through Aug 30.

a. Executive nomination by June 30th.

b. Executive election by July 31st.

2. Voting for Executive Board members is open to all Council members.
3. Executive Board members must remain off the Executive Board for a period of one (1) fiscal year after serving any portion of his/her term (up to 2 terms maximum), before running for re-election or being re-appointed.
4. In the event of a tie, the Past President shall cast the deciding vote to break the tie. Should the Past President not be present or need to recuse themselves, a separate run-off election will be held.

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Article IX- Responsibilities of Executive Board

Section 1: Executive Board Responsibilities

1. Yearly updates of the strategic plan, which will clearly define the long and short-term objectives of the Council.
2. Meeting on a monthly basis, prior to the regularly scheduled meetings to address agenda and other pertinent Council issues.
3. The overall financial integrity of the Council of any funds given to Council.
4. Annual reviews of the bylaws that represent the Council mission statement, and provide recommendations for amendments to the bylaws.
5. Provide the policies and procedures for how the Council conducts business.

Section 2: President Responsibilities

1. Shall preside with voting rights at all Executive Board meetings.
2. Serves as the Council representative at all university committee and/or task force meetings, unless otherwise directed.
3. Serves as liaison to at least one standing SC Committee.
4. Communicates to the Executive Board on working environment issues reported by staff and Council members, and advises the TTUHSC-SOP Dean, on changes and improvements that can be implemented.
5. Appoints Council members to represent the Council on various school-related committees and/or task forces upon the recommendation of the Executive Board.
6. Provides direction for partners, who support the Council activities and roles.
7. Serves as a representative on TTUHSC-SOP, Dean’s Executive Committee.
8. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.
9. Serves as the Spokesperson for the Council

a. Communicates with the campus VP.

b. Serves as the Council spokesperson at all major staff-related events as requested.

c. Serve as the Council spokesperson at any ad-hoc committee meetings or presentations as requested.

d. If unavailable for a certain event or meeting, the Spokesperson may designate another Executive Board member to stand in.

e. Assigns the Executive Board members to be liaisons for the standing SC committees.

Section 3: President-Elect Responsibilities

1. Shall preside with voting rights at all Staff Council meetings.
2. Assumes the responsibilities of the President in the absence of the President or at the request of the Executive Board.
3. Serves as a member of the Executive Board, and attends all Executive Board meetings; as well as serves as the liaison to at least one standing SC Committee.
4. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council. Will join the TTUHSC- SOP Dean’s Executive Committee in the absence of the President.

Section 4: Campus Vice Presidents Responsibilities

1. Shall preside with voting rights at all Council meetings for their respective campus.
2. Requests end of the year reports from committee chairs to be presented to the Executive Board Committee.
3. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

Section 5: Secretary/Treasurer Responsibilities

1. Shall preside with voting rights at all Executive Board meetings.
2. Works with Council Admin to ensure they keep and maintain all financial transactions which involve income or expenses.
3. Responsible for official financial documents.
4. Presents a verbal report of funds expended and/or funds received at each regularly scheduled Executive Board meeting and provide a written report to the campus Councils on a quarterly basis.
5. Serves as liaison to at least one standing SC committee.
6. Ensures that a record of all Board, Council, Committee and meeting minutes are recorded properly.
7. Certifies and keeps the original, or a copy of these bylaws as amended or otherwise altered.
8. Assists with any and all correspondence for the Council and verifies all records.
9. Records the attendance of all members at campus section meetings, and reports to the Council Admin to maintain attendance records.
10. Serves as the official keeper of Robert’s Rules of Order, and recommends an updated version when needed.
11. Provides information to send official notification of dismissal or appropriate warning notices to a member when necessary.
12. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

Section 6: Past President Responsibilities

1. Shall preside without voting rights (except to break a tie) at all Executive Board meetings, all council meetings.
2. Provides advice and leadership to the Executive Board regarding past practices and other matters to assist the Board in governing the Council.
3. Serves as liaison to at least one standing SC committee.
4. Fulfills such other responsibilities as given to this officer elsewhere in these bylaws or by action of the Council.

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Article X- Staff Council Membership Vacancies

Section 1: Grounds for Dismissal

1. A Council member shall be subject to dismissal for: failing to meet all TTUHSC-SOP procedures, as well as the responsibilities of Council members and/or elected positions, as outlined in the bylaws.

Section 2: Dismissal Procedures

1. The intent to dismiss a Council Member, and/or SC Committee chair positions must appear on the written agenda prior to the next regularly schedule “all council” meeting and must include the reason for the dismissal and sufficient time for discussion during the meeting for all parties.
2. A dismissal vote requires a two-thirds (2/3) majority vote of the Council members present at any given meeting.
3. Any elected or Council member, may be subject to dismissal.
4. Any SC Member facing removal for failure of their responsibility under this section must have a list of complaints submitted against them in writing to the SC. These complaints will initially be submitted to the President.
5. Any elected SC member, regardless of membership on a standing committee or the Executive Board, with the exception of the current serving SC President, shall be permitted to bring charges of removal against another SC Member.
6. The SC Member making charges for removal must bring forward their complaint within a reasonable time (30 days) of the offense(s) and provide to the President a written or typed document describing which sections of these bylaws were violated. The SC Member making charges against another may provide such documentation as may be necessary to demonstrate the violation of these bylaws.
7. The following procedures shall be adhered to once the President receives charges from one SC Member that another Member has violated these bylaws.

a. Having received a typed document of charges, the President shall, as quickly as possible, order the creation of an Ad Hoc Committee to investigate the charges brought forward. The President shall turn over the charges submitted to the SC to the Chair of Ad Hoc Committee on Dismissal for investigation [see bullet 5 below].

b. The President shall determine whether a vote, appointment or other satisfactorily fair process shall take place to secure membership of the Ad Hoc Committee on Dismissal.

c. The Ad Hoc Committee on Dismissal shall include no less than 3 SC Members at the time the Ad Hoc Committee on Dismissal is formed. The committee shall not consist of the SC Member charged with violating the bylaws nor the SC Member bringing charges of violation. The Ad Hoc Committee will ensure that all sides are included in their final report to the full SC.

d. The Ad Hoc Committee on Dismissal members, having been selected, shall elect from themselves a Chair who shall ensure good order and efficient operation of their proceedings. The Chair shall be the custodian of all statements, documents, or artifacts received by Ad Hoc Committee on Dismissal and shall take reasonable efforts to memorialize the proceedings of the committee.

e. The Ad Hoc committee members having been selected may hear charges in a format of their choosing from the Council Member bringing charges, as well as the Council Member facing removal. The committee will determine a reasonable and fair format if a hearing or additional statement are deemed necessary.

f. The Ad Hoc Committee on Dismissal will present its findings to the whole SC before a full vote of the SC is taken. To pass a motion for dismissal a two-thirds (2/3) majority of the full SC in favor of removal must be secured in order for the Council Member facing removal to actually be removed.

g. Having voted for removal or having declined removal, the Ad Hoc Committee on Dismissal shall be automatically disbanded.

I. At the point that the SC has voted with a two-thirds (2/3) majority in favor of removal, the charged Council Member loses all rights and privileges, including committee and Executive Board membership, committee chairmanship, Staff Council or Executive Board voting rights, or other rights as may be in the future enumerated and granted to a Council Member.

II. In the event the removal, dismissed member may appeal to Regional Deans, not including their home campus Regional Dean.

III. In the event that the SC President is being charged with violating these bylaws, the role of the SC President shall fall to the next most senior elected member of the SC Executive Board Member. The SC President shall forfeit any voting or responsibilities until they are removed. President shall remain in committee until finding is rendered. Ex- Officio will handle President Responsibilities and voting until conclusion is rendered.

h. If there is no specific rule or guideline to follow for any specific action, the Executive Board has the authority to make the decision on how to proceed with that action.

Section 3: Council Member Resignations

1. If a Council member chooses to resign, they must submit a Letter of Resignation to the Secretary. Once accepted, a resignation cannot be rescinded.
2. The Vice President (or designated substitute) for that campus must announce any resignations at the next regularly scheduled meeting.

Section 4: Council Member Replacement Procedure

1. If an elected Council member resigns, is recalled, or is no longer staff and there is less than six (6) months left of his or her term, no replacement shall be made. The position shall be filled at the next general election.
2. If an elected member resigns, is recalled, or is no longer staff, and there is more than six (6) months remaining on his or her term, a Special Election will be held. If no nominations or elections results are available, then the SC President will provide the name of the eligible candidate who received the next highest number of votes in the last election to the Vice President of that campus. The Vice President (or designated substitute) for that campus may announce that candidate to serve for the remainder of the term.

Section 5: Executive Board Member Replacement Procedures

1. If the President position becomes vacant any time prior to the end of his or her term, the President-Elect will assume the role of President.
2. If the Vice President position for a campus becomes vacant any time prior to the end of his or her term, a special election will be held at the next regularly scheduled meeting to choose a new Vice President for the balance of the term.
3. If the Secretary/Treasurer position becomes vacant any time prior to the end of his or her term, a special election will be held at the next regularly scheduled Executive Board meeting to choose a new officer from among the General Council members. The new officer will serve for the balance of the term.

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Article XI- Staff Council Charge

Section 1: Establishment of Council Committees

1. The addition or deletion of any committee or subcommittee must appear on the written agenda for the next All Council meeting, and must pass by a majority vote. 1) Values Based Culture 2) Communication 3) Professional Development.
2. The Executive Board shall determine the charge and directives for approved Council Committee.
3. Council committee charges shall be reviewed on an annual basis, and revised, deleted, or added to the bylaws as deemed appropriate by the Executive Board.

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Article XIII- Amendments

Section 1: Continuity

1. The bylaws shall be in effect at all times, with a few exceptions:

a. The University is in the state of a re-organization for more than three (3) months.

b. The Campus Council is non-existent (no members call or attend regular meetings), and there is no one elected as Vice President for a campus.

c. Attendance at regular meetings is fewer than four (4) people for more than four (4) consecutive regular meetings.

d. If any of the above items occurs, the bylaws can be suspended by a vote at a regular meeting. The vote must be passed by at least two-thirds (2/3) majority of the meeting attendees.

Section 2: Amendments to the Bylaws

1. A proposed amendment to the bylaws must be submitted in writing with at least 10 business days' notice prior to voting.
2. The proposed amendment must be passed by a two-thirds (2/3) majority of all TTUHSC-SOP Staff members, and ratified as in Article XIV of the bylaws. Proxy votes may be submitted to the Secretary and counted toward ratification.

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Article XIV- Ratification

Revisions or amendments to these bylaws will become effective upon ratification by a two-thirds (2/3) majority vote of the TTUHSC-SOP Staff members and approval of the TTUHSC-SOP Dean.

 

Approved by the SOP Executive Committee on May 4, 2022