By-Laws

 

Staff Advisory Council (SAC)

University of Notre Dame

By-Laws 

 

Article I:  Name

The name of the organization will be Staff Advisory Council (SAC), hereinafter referred to as SAC. 

Article II:  Purpose

SAC is an elected group of non-exempt staff from all districts who meet regularly to provide input to the University Administration* on issues that affect the non-exempt staff. This input may include advice and assistance. SAC is a communications link between University staff and administration. The non-exempt staff will bring ideas to SAC to be communicated to Human Resources. SAC will receive information and developments from administration and relay them to University staff.  The Department of Human Resources will act as a liaison between SAC and the appropriate University Administration. (*University administration refers to appropriate Office, Dean, Department Head or Directory)

Article III:  SAC Representative’s Eligibility, Election & Terms of Office
 

  1. Eligibility Requirements:   
  • Completion of at least twelve months of employment
  • Be a regular full-time or part-time, non-exempt employee
  • Must be available to attend all regularly scheduled SAC meetings
  1. Election and Terms of Office:
    • The SAC will consist of one representative for each district, unless exceptional conditions occur, which will be addressed on an individual basis.
    • All persons seeking election must be self-nominated
    • Current representatives may self-nominate for one additional term, totaling to 4 years per non-exempt employees
    • SAC representatives serve a two year term running January through December
    • Elections will be held in December, with terms beginning in January.  The two year term for even numbered districts will begin in even numbered years. The two year term for odd numbered districts will begin in odd numbered years. 
    • Elections will be held every year for those districts whose representative’s term are expiring
      • If a representative will not be running for re-election, they will notify the election committee no later than November 30th 
      • Districts without representation prior to the election will be notified and given an opportunity for interested candidates to be added to the ballot.  
      • The SAC Elections Committee will  extend elections in districts that don't have a self nomination before November 30. If the  extension does not yield a candidate for the January regular meeting, a SAC member who was not elected in their district may be considered to represent  a district as an at-large member. The at-large member will hold office until the next year's election.

Article IV:   Member Responsibilities:

  1. Listen and contribute to discussion of topics
  2. Attend regularly scheduled SAC meetings
    • If a member cannot attend a meeting they must notify one of the officers 24 hours in advance, or as soon as possible, prior to the upcoming SAC meeting. If  two or more consecutive meetings are missed, without an excused absence, a review by the executive officers and SAC members will be conducted to determine what further action is needed.  
    • The Executive Officers will notify, in writing, any SAC member missing more than two consecutive meetings of actions/options prior to the next scheduled meeting. 
    • The affected member will have until the next scheduled meeting to respond in writing. 
  3. Convey ideas and provide input from their district to  SAC
  4. Help raise awareness about the Council and its purpose
  5. Communicate with their  district by sharing knowledge and information gained by attending SAC meetings (i.e. post/share approved minutes)
  6. Be knowledgeable and prepared on agenda issues. 
  7. Have in mind the overall best interests of the staff at Notre Dame
  8. Maintain confidentiality of issues deemed confidential by SAC
  9. In the event a SAC member is temporarily or permanently unable to fulfill their duties, they must inform the Executive Committee in writing. The member should make every effort to find an alternate.  Alternates will be approved by the Executive Committee on a case by case basis. If an alternate cannot be found, the Executive Committee will determine whether a subsequent election should be held in the district. 

Article V:  Executive Officer’s Eligibility, Election and Terms of Office                    

 

  1. Eligibility requirements 
    • Self-nomination
    • Qualified members may be nominated by another council member, but reserves the right to refuse the nomination
    • All officers must have completed one year of service on SAC

 

  1. Election and Terms of Office
  • Terms of office are one year  
  • SAC Executive officers shall be elected by a simple majority if a quorum, as defined in Article VIII, is present.
  • Nominations and elections of officers will be held in January of each year unless a position becomes vacant.
  • If re-elected to SAC by the district in which one is a member, an officer can be nominated for another one term.
  • Terms of all officers shall end when a replacement has been elected and seated in January 
  • If an Executive Officer loses their district election in December, they are required to perform their executive responsibilities until a new officer is elected in January. 

Article VI:   Executive Officers Responsibilities 

  • The executive officers will submit an annual report, due January 31st for the previous calendar year, to the SAC members and the Human Resource’s Liaison 
  • The officers are responsible for communications to SAC representatives
  • Expected to attend monthly Executive Officer’s meeting  ahead of full SAC meeting  
  • At the expiration of the Executive Officer’s term, each officer shall turn over all pertinent documents to their replacement for better flow 
  • Duties of the officers consist of, but are not limited to:  
    •   Chair
  • Preside over all SAC meetings
  • Speak officially for SAC in conjunction with the Vice-Chair
  • Vote on all matters brought before SAC as a regular member
  • Prepare agendas for distribution before meetings
  • Bring forth “old business” that requires discussion
  • Notify all SAC members of meeting dates, times and places
  • Provide committee descriptions to newly elected and existing SAC members prior to the first meeting after elections   (Added so new members can review committee options prior to meeting)
  • Shall serve as the Benefits Committee liaison
  • Other such duties as required
  • Vice-Chair
    • Preside over meetings in the Chair’s absence
    • Vote on all matters brought before SAC as a regular member
    • Implement and maintain SAC’s by-laws
    • Serve as Chair of Election Committee
    • Other such duties as required
  • Secretary
    • Preside over meetings in the Chair and Vice Chair’s absence
    • Maintain all approved minutes, records and resolutions
    • Record attendance and all votes
    • Vote on all matters as a regular member
    • Other such duties as required
  • Treasurer
    • Oversee the annual budget
    • Approve expenses
    • Assist with minutes in absence of Secretary
    • Vote on all matters as a regular member
    • Other such duties as required

Article VII:  Committees

  • Committees consist of three types:
    • A Standing Committee is one that meets on a regular basis throughout the year
    • Liaison to a University Committee
    • An Ad-Hoc committee is a temporary committee formed to work on a specific issue
  • Each of the committees will appoint a chair. The chair will inform the Executive Committee if there is a member who is unable to/not participating in the committee for any reason. 
    • Chairs of standing committees are expected to attend the first half hour of SAC’s Executive Committee meeting once per month to give updates pertaining to their respective committee.
    • Chairs of Ad hoc committees to be invited when relevant based on time of the year.
    • If unable to attend, Chairs should assign a proxy to attend the meeting in their place
  • All ad-hoc and other committees on which SAC participates, will be posted on the SAC website. These postings will include a description of the committee’s purpose, the number of SAC representatives serving, and the current representative’s name(s)
  • Committee terms are one or two years
  • Ad-hoc committees
  • The SAC Chair will provide committee descriptions to SAC members prior to the first meeting following elections
  • SAC members will fill standing committee positions during the first meeting (January)
  • At the end of a committee member’s term, the committee member may volunteer to serve on the committee again, provided no one else is interested in serving. 
  • If  two or more members are interested in the same committee, a vote will be held (eliminate and replace with the following)
  • Any committee vacancies that occur during the year will be filled at the next SAC Meeting 
  • In the event the University Administration requests a SAC representative serve on a new committee, standing or ad-hoc, representation will be opened up to all SAC members, unless it is specifically requested that the Chair fill the position. If the Chair is not requested and more than one person wishes to serve on said committee, it will be determined by a vote. 

 

  • Executive Committee (Standing)
    • Shall be composed of three each of 4 Executive Officers plus the HR liaison
    • Committee chairs will be invited to Executive Committee meetings as deemed necessary by Executive Officers to ensure proper communication and synergy across SAC
    • Duties & responsibilities
      • Convene ad-hoc committees
      • Monitor progress of committees
      • Implement By-Laws
      • Other duties as the Chair or SAC shall request
      • Meets monthly
  • Elections Committee (Standing/one year term)
    • Shall be composed of Vice-Chair and two other representatives
    • Duties & responsibilities
      • Solicit self-nominations for annual district elections.
      • Develop and distribute ballots to all staff
      • Collect and count ballots
      • Conduct run-off elections
      • Conduct election of officers
      • Other such duties as SAC or the Chair shall request
      • Meets as needed Q4 (Oct, Nov, Dec) to execute elections
  • By-Laws Committee (Standing/two year term)
    • Shall be composed of three SAC members
    • Review by-laws and report suggested revisions to SAC Committee
    • Meets quarterly, at a minimum
  • Promotions & Communications Committee (Standing/two year term)
    • Shall consist of three SAC members 
      • Promote existence of SAC through various communication channels
      • Manage social media accounts
      • Create templates and materials to help with consistent and uniform messaging
  • Website Committee (Standing/two year term)
    • Shall consist of three SAC members
      • Update Website
      • Collect feedback and update SAC members
  • Ad Hoc committees to be created as needed, such as Irish Health Fair, Staff Picnic, Fundraiser, etc. 

 

Article VIII: Liaison to University Committees

  • Benefit Committee Liaison (Standing/two year term)
    • Shall be composed of SAC Chairperson
      • Meet regularly with the University Benefits Committee members
      • Provide non-exempt input during benefits discussions 
      • Provide benefits updates to SAC members and staff 
      • Remain up-to-date on University Benefits Committee developments
  • Compassion Fund Committee Liaison (Standing/two-year term)
    • Shall be composed of one SAC member
      • Meet regularly with the University Compassion Fund Committee members
      • Give a summary of topics/outcomes discussed to SAC members
  • ECDC (Early Childhood Development Center) Committee Liaison (Ad-hoc)
    • Shall be composed of two SAC members
      • Meet regularly with the University ECDC Committee members
      • Provide non-exempt input during EDC meetings 
      • Give summary of topics/outcomes discussed to SAC members
  • Parking Appeals Committee Liaison (Standing/two year term)
    • Shall be composed of one SAC member
      • Meet regularly with the University Parking Appeals Committee members
      • Give summary of topics/outcomes discussed to SAC members 
  • Fred Freeman Scholarship (Standing/one year term)
    • Shall be composed of one SAC member
      • Meet with University committee each July to read through applications and select winning recipients
      • Give summary to SAC members

 

Article IX:  Meetings

  • Regular SAC meetings shall be conducted during normal working hours.
  • Only members in attendance may participate in voting at any meeting unless otherwise agreed upon.
    • During a meeting when voting occurs, ample time will be given for votes to be cast. Votes will be tallied no earlier than 30 minutes into the meeting to accommodate late arrivals.  
  • A member of the Executive Committee must be present to conduct SAC business.
  • A simple majority of SAC representatives, including a member of the Executive Committee shall constitute a quorum to conduct SAC business.
  • When a quorum is present, a majority vote, that is a majority of the votes cast, is sufficient for the adoption of any motion that is in order.
  • Five members may request in writing to the Executive Officers that a special meeting be called. The Chair shall be responsible for notifying members a week in advance of such special meetings.
  • All meetings shall be conducted under the current edition of Robert’s Rules of Order. Any conflict between those rules and SAC Bylaws shall be resolved in favor of SAC By-Laws. 

Article X:  Amendments to the By-Laws

  • Any SAC member may propose an amendment to the By-Laws by presenting it in writing at any regular SAC meeting. The amendment shall be referred to the By-laws Committee for review and action.
  • If the By-laws Committee determines the proposed amendment should be added to the by-laws, the committee will work with our HR liaison to review proposed amendments.
  • With significant changes, By-Laws should be shared by the HR liaison with the Office of General Counsel for review and approval within six (6) weeks.
  • The By-Laws will be available on the web page after final review and approval by the University of Notre Dame’s General  Counsel and in paper form as requested. 

 

~Revised and approved 10-05-2020