Article III – Representatives
A. TERM OF SERVICE
- A representative’s term of service shall be three years (or a portion thereof for an appointment or election to fill a midterm vacancy). The term of service for regularly elected or appointed representatives shall commence on July 1. The term of service for all Representatives shall expire on June 30.
- If a representative resigns or cannot otherwise continue to serve as a representative for any reason prior to the end of the applicable term of service, the chair will appoint the next eligible member of the proxy representative pool from the representative’s district to fill the vacancy for the remainder of the applicable term.
- Representatives may serve up to two consecutive terms and may thereafter be re-elected as representatives after a one-term break in service.
- Resignation by a representative should be made in writing to the chair of the council. If a representative resigns or cannot otherwise continue to serve as a member of the council for any reason prior to the end of the applicable term of service, the chair will appoint the next eligible member of the proxy representative pool for that representative’s district to fill the vacancy for the remainder of the applicable term.
- If a representative’s location of employment is transferred to another district, the representative’s position will become vacant and the chair shall appoint the next eligible member of the proxy representative pool for the transferred representative’s original district to fill the vacancy for the remainder of the applicable term. If the transferred representative wishes to continue service with the council, he or she will be added to the proxy representative pool for his or her new district.
- Representatives shall further the fulfillment of the responsibilities of the council.
- Representatives are encouraged to communicate with constituents on a regular basis to become and remain informed of staff employee issues and concerns.
- Representatives shall attend all meetings of the council. If a representative cannot attend a meeting, he or she should inform an officer of the expected absence. In the event of an absence, the representative shall appoint a member of the proxy representative pool. If a representative is absent from a meeting and has not obtained a proxy, the chair may appoint a proxy representative member from the absent representative’s district to serve as proxy for the absent representative for that meeting. The proxy representative pool member assumes the vote of the absent representative for that meeting.
- Attendance records are reflected in the minutes of council meetings. If a representative believes an error or omission has been made in the attendance record as reflected in the minutes, the representative has until the conclusion of the second regularly scheduled meeting following distribution of the draft minutes to correct the attendance record by written request to the recording secretary. After this period has expired, attendance records will be deemed final and will be published in the final minutes.
C. ELECTION PROCEDURE
- All exempt and non-exempt staff employees who are full-time or part-time with benefits are eligible for election to the council as representatives of their respective districts.
- Elections for approximately 1/3 of the membership shall be held each spring semester (with a goal of completion prior to June 15).
- The election committee shall request nominations for representative positions from all staff employees via e-mail. A full description of representatives’ duties and council districts shall be included in the above notifications and a reasonable deadline shall be included for receipt of nominations.
- A staff employee’s district of representation is determined by the staff employee’s location of employment, which is defined as the location where the staff employee spends the majority of the staff employee’s work time. The election committee is empowered to resolve questions and conflicts related to representation by location of employment.
- Staff employees may nominate themselves for election to the council. Representatives who are not completing their second consecutive term may nominate themselves for elections.
- Nominations shall be submitted to the election committee prior to the deadline included in the nomination request notice.
- The election committee shall collect all nominations and contact each nominee to obtain acceptance of the nomination. Nominees who accept their nominations shall be included in election ballots.
- Election will be by electronic ballot, except in cases where a district requests otherwise and receives approval from the election coordinator. Ballots will set forth the names of all nominees by district. Staff employees may vote only for candidates from their district. Each staff employee may cast only one vote per candidate and may vote for multiple candidates based on the number of available positions in the applicable district.
- The election committee shall collect and count the ballots. Candidates receiving the most votes in each district will fill the representative positions.
- Candidates in excess of the available positions may receive votes; such candidates will become part of a proxy representative pool. These proxy representative pool members may attend council meetings and may serve on council committees, but they do not have voting privileges. If a representative position becomes vacant, the chair will ask the members of the proxy representative pool from that district, in order of votes received, to fill such vacant position for the remainder of the applicable term. If insufficient proxy representative pool members are available to fill vacant positions, an election will be held (conforming as nearly as practicable to the requirements of this article) to fill the position for the remainder of the applicable term.
- In the event there are fewer nominees for representative positions than there are available positions, the election committee shall make additional requests for nominations to all staff employees until sufficient nominations are received.
- In the event of a tie for the last representative position for a district, and assuming all tied candidates agree to serve as representative, a run-off election will be held (conforming as nearly as practicable to the requirements of this Article III Section B) to determine the representative for that district.
- All ballots shall be delivered to the chair for recount and validation in the event of a contested election. The chair’s determination shall be final.
- The chair will send a welcome letter to each newly elected or appointed representative. Copies of the constitution, standing rules, and a listing of council committees shall be provided to each newly elected or appointed representative by the election committee.
- A letter will be sent to the supervisor of each representative to inform and thank the supervisor for the participation of the staff employee on the council.
- All nominations and election ballots shall be retained by the election coordinator until completion of the next subsequent election. The official election record shall consist of count lists, copies of actual ballots and the results report. The election coordinator shall retain the official election record for the previous two elections, and all older records may be destroyed at the coordinator’s discretion.
If a representative fails to attend two consecutive unexcused or four excused or unexcused regularly scheduled meetings, a majority of the officers may agree to consider that representative’s position vacant and shall notify that representative of this determination in writing, with a copy sent to all officers. Representatives who have been so notified may petition the chair in writing for reinstatement within two weeks of such notice. If no petition for reinstatement is received or the chair denies such petition, the chair will appoint the next eligible member of the proxy representative pool for that representative’s district to fill the vacancy for the remainder of the applicable term.