The name of the organization shall be the Drake University All Staff Council (ASC). The ASC shall provide informal representation on behalf of all non-faculty and non-bargaining individuals employed by Drake University hereafter referred to as staff.
The mission of the ASC is to promote a positive and collaborative campus work environment. The ASC exists to strengthen communication among and between various University constituencies; to provide a forum for discussing and defining the role of staff in the University; to provide a vehicle for communication of interests, concerns and issues that impact staff; to garner broad-based input into the strategic goals and initiatives of the University; and to contribute to the University’s culture of inclusion and recognition.
The goals of the ASC shall be to:
Section 1: Structure
Beginning June 1, 2003, the ASC shall consist of an Executive Board, an Advisory Board, and four standing committees. Beginning June 1, 2005, the ASC shall consist of an Executive Board and four standing committees. The Executive Board shall consist of nine voting members made up of the Chair and Chair-Elect of each of the four standing committees and one at-large member. The at-large member shall be elected for a three-year term beginning with the election in 2005 and shall thereafter be elected in accordance with the Articles of Election set out in ARTICLE IV of these Rules. The four standing committees shall consist of: Governance/Policy (seven members), Communication (seven members), Recognition (seven members), and Special Events/Community Service (nine members). The four standing committees shall meet as a single body at least once per semester. The ASC and the represented staff shall meet as a single body at least once per year. Every meeting shall be conducted as an open, public meeting. Meeting dates and minutes of all meetings shall be published on the ASC Website.
In effort to garner more interest in All Staff Council committee work, the All Staff Council Committees may solicit up to three non-voting staff members per committee to attend committee meetings, participate in committee dialogue and provide feedback. These non-voting members will not hold voting privileges or be counted toward quorum for voting purpose. The non-voting members may serve one semester at a time. Non-voting member’s participation may be extended at the discretion of the committee.
Section 2: Terms of service
Each member of the Executive Board and the standing committees shall serve a three-year term. To negate replacing the entire ASC at any one election, the following schedule of terms shall be used beginning June 1, 2004: Each standing committee shall select two members to serve one year terms, three members to serve two-year terms and two members to serve three-year terms.
The Special Events/Community Service Committee shall select an additional one-year and an additional two-year term member. Beginning with the 2005 elections, all new ASC members shall serve a three-year term allowing for member rotation throughout the committees. There are no term limits. The outgoing chair of the Executive committee may serve one additional year as a non-voting member of the executive committee.” (amended April 2010)
Section 3: Executive Board
The Executive Board meeting shall be conducted by its Chair and Chair-elect. Meetings shall be held monthly, or on an as-needed basis. Time, location, and agenda will be posted at least 7 days prior to each meeting on the ASC website. The meeting time and location will also be announced 7 days prior to the meeting in blueView or other campus-wide authorized communication. The Executive Board shall meet at least twice during each semester. Five members present shall constitute a quorum. Minutes of each meeting shall be posted to the ASC Website. Executive Board duties consist of: coordinating the efforts of all committees providing general oversight for the membership, the formation of ad hoc committees as needed, responding to any issues or recommendations brought before it by the committees or the membership, and working with the ASC Liaison concerning representation with Drake University’s governing entities. (amended February 2009)
ASC committee member sponsored issues or recommendations to the University:
Current sitting members of an ASC committee should bring issues or recommendations needing action by University governing entities to the executive committee for vote to take further action. If the executive committee passes the issues or recommendations by a quorum, the executive committee will present the issues or recommendations to the ASC Liaison as stated in Article III, Section 3. (amended April 2010)
Section 4: All Staff Council Liaison
The Director of Human Resources or designee shall serve as a liaison representing the ASC and its membership with Drake University’s governing entities. When issues of ASC interest are brought before a governing entity necessitating the presence of the ASC Liaison, a member of the ASC Executive Board shall also be present during that discussion. The ASC Human Resources liaison will also serve as a consultant for the Governance/Policy Committee and as the ASC Election Commissioner. (amended May 2008)
Section 5: ASC Member At Large
Beginning with the election in 2005, an at-large member shall serve on the ASC. This member shall attend Executive Board meetings and may attend any other committee meetings.
Section 6: Chair and Chair Elect
By June 1, 2005, each standing committee and the Executive Board shall have a Chair and a
Chair-Elect to conduct the meetings. The Chair and Chair-elect may not be on the same term
rotation. The Chair shall serve for one year at which time the Chair-Elect shall assume the position of Chair and a new Chair-Elect shall be chosen. The Chair-Elect shall serve as secretary to the Executive Board. Each committee and the Executive Board shall choose its own Chair and Chair-Elect. If a vacancy occurs, that committee shall choose a new Chair or Chair-Elect from among their standing members. Standing committees shall meet a minimum of once per month during the semester. Standing committees may call additional meetings at their discretion.
Section 7: Ad Hoc Committees
The Executive Board may establish ad hoc committees as appropriate. These committees shall serve until their purpose expires. Member selection shall be the responsibility of the Executive Board.
Section 8: University Committees
In the event ASC is requested to provide a liaison to a University committee, the selection of the person to serve will be made by the Executive board. The only requirements for this person to serve are that they are a member of the ASC and have expressed willingness to serve. This person will be required to report back to the ASC through ASC Executive Board meetings as well as to the Chair of ASC after every meeting the representative attends. (amended February 2009)
Section 1: Eligible Voters
A list of eligible voters shall be maintained by Drake University’s Human Resources Office and provided to ASC’s Governance/Policy Committee when requested. Eligible voters shall include all Drake University non-faculty, non-bargaining individuals currently employed by the University. The All Staff Council election shall be conducted as outlined in Article IV, Section 2 of this document. (amended May 2008)
Section 2: Voting Procedures
The Governance/Policy Committee will develop a schedule of events for each election. The committee will determine the most efficient and effective way to distribute information so that all eligible voters are aware of the survey of interest and balloting. In all cases, at least two weeks will be allowed for the survey of interest in open positions and at least two weeks for open voting. The schedule shall allow for the announcement of election results no later than May 31. The number of vacant positions at the time of the election shall determine the number of open seats on All Staff Council.
Results of the interest survey will determine the slate of candidates. If the interest survey does not yield an adequate number of candidates for all available positions, the Governance/Policy Committee will meet to review the results and plan for filling any candidacy shortages.
The Human Resources liaison to the committee will serve as the Election Commissioner providing the pool of eligible participants and maintaining the voting results for a minimum of one year. The voting results will also be reviewed by the chair and chair-elect of the Governance/Policy Committee, and the election results will be reported to the entire committee prior to the general posting. The chair and/or chair elect will be responsible for contacting all candidates with results prior to the general posting. Elected new members begin their terms on June 1 of each year. (amended May 2008)
Section 3: Filling Vacant Terms
In the event a member of the ASC does not complete their term of office, the Governance/Policy Committee shall review the ballots from the preceding election to determine candidates next in line for the office. Each candidate shall be contacted, in order, and asked to serve. The order shall be those next in line for the particular committee with the vacancy, then those receiving the most votes. If no candidate is found, the Executive Board shall appoint someone to serve the remainder of the term.
A list of eligible candidates shall be maintained by Drake University’s Human Resources Office and provided to ASC’s Governance/Policy Committee when requested. The list of eligible candidates will be surveyed to determine which are interested in appearing on the election ballot. An eligible candidate may only run for one committee and may not serve on more than one committee at any given time. (amended September 2006)
Standing committees consist of the Governance/Policy Committee, the Communication Committee, the Recognition Committee, and the Special Events/Community Service Committee. Duties of each committee are as follows:
These rules may be amended by a two-thirds vote of the current members of the All Staff Council. Any staff member may submit proposed rules changes to the Governance/Policy Committee. Submissions must be in writing. The Governance/Policy Committee then presents the submission to the ASC for discussion, evaluation and action. (amended May 2008)