UNIVERSITY OF SOUTHERN MAINE
CLASSIFIED STAFF SENATE
ARTICLE I: Name
The name of this assembly shall be the Classified Staff Senate; hereafter referred to as CSS.
ARTICLE II: Purpose
Serves as a forum and acts as a resource for the expression of views on non-bargaining issues thataffect all classified staff. Supports all classified staff by serving on various University committees. Promotes and encourages programs that provide support for the growth and development of classified
ARTICLE III: Responsibilities
The Classified Staff Senate shall make recommendations to the President on matters of concern to classified staff not addressed by collective bargaining agreements. It shall be responsible for nominating classified staff members to University committees.
ARTICLE IV: Bylaws
The Classified Staff Senate shall establish bylaws for the conduct of its affairs and proper notice of elections, meetings, agenda, and actions. Bylaws shall be distributed to all members of the Classified Staff Senate and all interested parties.
ARTICLE V: Membership
Section 1: Full and part-time regular employees who have completed their initial six (6) monthprobationary period will be eligible to serve on the CSS.
Section 2: CSS shall be comprised of sixteen (16) members as elected by classified staff.
Section 3: The Classified Staff Senate shall also include three non-voting representatives, one each chosen from the Faculty, Student and Professional Staff Senates.
ARTICLE VI: Meetings
Meetings shall be held on alternating campuses, released time should include an additional maximum of thirty (30) minutes of travel time to and from these alternate campuses of employment for a CSS member.
ARTICLE VII: Officers
Elected CSS members shall elect a chairperson, vice chairperson, secretary, and treasurer from its membership. Election of officers shall be held at the first regularly scheduled meeting of the newly elected Senate members.
ARTICLE VIII: Executive Committee
The Executive Committee shall consist of the officers of the CSS (Chairperson, Vice Chairperson, Secretary/Co-Secretaries, and Treasurer).
UNIVERSITY OF SOUTHERN MAINE
CLASSIFIED STAFF SENATE
The name of this assembly shall be called the Classified Staff Senate hereafter referred to as CSS.
ARTICLE I. Elections and Membership
Membership is by election from the Classified Staff. We encourage representation from each campus and from each of the four units (represented and non-represented).
Section 1.0 Elections will be held in May of each year to elect members at large to the Senate under the supervision of the Voting Commissioner.
Section 2.0 Nomination papers will be issued in April followed by the distribution of ballots containing confirmed nominees in May. Write-in votes on the ballot will be accepted as a single vote per ballot. All persons named in write-in section will be contacted by the Voting Commissioner to confirm interest in the Senate. After tabulation of the votes, nominees will be notified of the results. If there are any one-year terms open due to a resignation, nominees will be given the opportunity to choose to run for one of those terms. If a nominee does not choose to run for an open one-year term and the number of nominees meets or exceeds the open senate seats, the nominee(s) with the least number of votes will fill the one year position(s). In the event of a tie vote the Chairperson shall contact each person to see if they are still interested in serving. If they indicate they are, the Chairperson would present their names to the full Senate for a tie-breaking vote. The Chairperson would cast an additional vote in the event of a tie within the Senate. The new members’ terms shall commence at the June meeting following the election. The Classified Staff will be notified of the winners through the C-staff listserv. They will also be posted on the CSS website and in the next newsletter.
Section 3.0 CSS membership shall be divided into two groups so that each year the terms of 8 members will expire. The term of office of members following initial election shall be two years. No Senate member may serve more than two two-year terms in succession. Exception in accordance with Article 1 section 6.1, which reads, “A person filling a term left vacant shall be eligible for election for two terms following his/her completion of the appointed term.”
Section 4.0 Attendance is mandatory at regularly scheduled meetings. If a member is unable to attend a meeting s/he should notify the chairperson or a member of the Executive Committee of his/her absence in advance. If a member has two absences without such notification or three absences with notification the issue will be addressed by the current full senate to make provision for retention or replacement of the member.
Section 5.0 In the event of an absence from a regularly scheduled meeting a member of the Classified Staff Senate may submit a proxy vote on upcoming issues that are contained in the agenda to the Chairperson or a member of the Executive Committee for inclusion in the vote. Proxy votes shall be on upcoming issues, and will not be accepted after the issue has been voted on at a previous meeting.
Section 6.0 If a member of the CSS resigns or is unable to complete his/her appointment, the position will be filled until the end of the seat’s term by the person who received the next highest votes in the prior election. In the event of a tie the procedure will follow as stated in ARTICLE I, Section 2. If there are no extra people on the list after the elections, the voting commissioner will solicit interest from the Classified staff and provide the Executive Committee with the available names. The Executive Committee will then vote on the addition of these members to allow for quick replacement of vacancies.
6.1 If an officer resigns or is unable to complete his/her appointment, an election will be held at the next regularly scheduled meeting.
6.2 If the vacant seat is less than ninety (90) days prior to the expiration of the term, the vacancy may remain unfilled at the discretion of the Senate. A person filling a term leftvacant shall be eligible for election for two terms following his/her completion of theappointed term.
Section 7.0 Ex-Officio Members: The President and Vice-Presidents of the University are considered ex-officio members of the CSS. Representatives selected by the faculty, student, and professional senate are also considered ex-officio, non-voting members.
ARTICLE II. Terms and Duties of the Officers and Senators
The officers of the Classified Staff Senate, Chairperson, Vice-Chairperson, Secretary (Co), and Treasurer, will be elected by Senate members at the first meeting in June of the new Senate. The term of office shall be one year and an officer may be elected for one successive term in the same office. A member may not hold more than one concurrent office in the same term. The following are descriptions of the duties/responsibilities of each officer but are not necessarily limiting to each office.
Section 1.0 The Chairperson shall preside and report at all meetings of CSS and perform such other duties as pertain to that office.
1.1 Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings.
1.2 Oversee, moderate and lead meetings.
1.3 Will call Executive Committee meetings regularly and as may be deemed necessary. Establish the agenda in conjunction with the Executive Committee and verify the minutes prepared by the CSS secretary who will then forward them in a timely manner for distribution to all Classified Staff at least seven days prior to next CSS meeting.
1.4 Will submit a formal list of current senate members to the President after the spring election requesting a letter be sent to their respective supervisors granting release time for all senators to attend CSS meetings and other pertinent University meetings/ committee sessions.
1.5 Compose and send correspondence pertaining to the Senate as necessary.
1.6 Will serve on the Coordinating Council of the Senates (comprised of the four senate chairs) pursuant of the University Governance Constitution Article VII. A representative may be appointed to the Coordinating Committee if the Chair is unable to serve.
1.7 Represent the CSS at all University functions and activities such as
Convocation, Graduation, General Meeting and other social occasions.
1.8 Will provide guidance when requested by Committee chairs.
1.9 Will maintain and house the CSS archival files.
Section 2.0 The Vice-Chairperson shall perform duties as delegated by the Chairperson. In the temporary absence or disability of the Chairperson, the Vice-Chairperson shall have all powers and shall perform all the duties of the Chairperson.
2.1 Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings.
2.2 Provide advice and counsel to the Chair on all CSS matters.
2.3 Will work closely with the chair so that the vice-chairperson will be well
informed of the business of the senate.
2.4 Will monitor attendance at CSS meetings in accordance with ARTICLE I, Section 4 of the Bylaws.
2.5 Will chair the Classified Staff General Meeting Committee as described in the University Governance Constitution, ARTICLE VI, Section 5.0.
Section 3.0 The Secretary shall be responsible for transcribing, typing and distributing the minutes of CSS meetings.
3.1 Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings.
3.2 Provide advice and counsel to the Chair on all CSS matters.
3.3 In addition to taking the minutes of the CSS meetings, transcribing, typing, and formatting them the secretary also types the agenda, which has been prepared by the Executive Committee, forwards the finished documents to the chair for proofing. The minutes and agenda must be available no less than 7 days prior to the next regularly scheduled meeting to all classified staff, President’s Office, Professional Senate, Faculty Senate and Student Senate. Agenda and minutes shall be produced in electronic format when ever possible and be posted on the CSS website. Agenda will be managed in accordance with Article V Section 4.0, which reads, “Agenda items should be submitted to secretary at least 14 days prior to next meeting. Executive Committee should approve agenda no later than 7 days prior to next meeting. Approved agenda should be posted on CSS website and sent out on C-Staff listserv 7 days prior to next CSS meeting. A hard copy of the agenda should be mailed to all CSS members including Ex Officio 7 days prior to next meeting”. Minutes will be managed in accordance with Article V. Section 5. 0, which reads, “ A draft of the minutes will be posted on the CSS listserv at least 14 days prior to next meeting. Senators need to submit any changes or additions to secretary no later than 10 days prior to next CSS meeting. Final draft of minutes will be posted on CSS website and sent out on C-Staff listserv 7 days prior to next CSS meeting. A hard copy of the minutes should be mailed to all CSS members including Ex Officio and Facilities Management 7 days prior to next meeting.
3.4 Maintain and update as necessary a mailing list of administrators, chairs of Senates and Senate representatives for the distribution of CSS agenda/minutes.
3.5 Maintain previous and current secretarial files for classified staff senate.
Section 4.0 The Treasurer’s function shall be to keep a record of revenue and expenditure of the Senate account and report to CSS at regularly scheduled meetings.
4.1 Attend all CSS meetings in accordance with Article 1 Section 4.0, and Executive Committee meetings.
4.2 Provide advice and counsel to the Chair on all CSS financial matters.
4.3 Keep a record of all the financial transactions of the CSS and report these to the Senate at their regularly scheduled meetings.
4.4 Initiate and prepare check requests and all other appropriate forms
necessary for paying invoices incurred by the CSS.
4.5 Monitor the operating expenses of the Senate which are charged directly to the President’s account. (When senate members use the President’s account, they will notify the treasurer and forward backup copies of these expenses for the treasurer’s records.)
4.6 Keep a record of the “USM Classified Staff Gifts” (a/k/a “Donate an
Hour”) fund’s revenues and expenditures. Senate members will inform the treasurer of all transactions made to this account as well.
4.7 Prepare/Compile CSS Committee budget requests by June meeting for Chairperson to present at June meeting to be voted on by the new senate.
Section 5 0 The Voting Commissioner shall be responsible for the voting process including the annual election of new CSS members. The Voting Commissioner shall chair the standing Election Committee.
5.1 Attend all CSS meetings in accordance with Article 1 Section 4.0.
5.2 Will give a report as necessary at regularly scheduled Senate meetings.
5.3 Serve as Chair of the Elections Standing Committee.
5.4 Supervise the voting process, including annual elections.
5.5 Keep historical election files including specimen nomination papers and ballots (See appendix D.2 for samples)
5.6 Oversee nomination and voting procedures as follow:
a. Distribute and collect nomination papers in accordance with ARTICLE I, Section 2 of the Bylaws.
b. Ensure that each campus mailroom receives nomination papers for same day mailing and provide each with boxes for collection of nomination papers and ballots.
c. Confirm verbally nominees’ permission to appear on the ballot.
d. Distribute and collect ballots in accordance with ARTICLE 1, Section 1 of the Bylaws.
e. Assemble an Elections Committee to tabulate ballots. Members of this committee must not be on the current ballot.
f. Notify verbally and in writing each nominee of the election results (see appendix D.2).
g. Report election results to CSS Chair.
h. Maintain the list of nominees and the number of votes received in the event a vacancy occurs on the CSS in accordance with ARTICLE I, Section 6 of the Bylaws. Ballots and nomination papers will be dated and retained for one year and then destroyed.
i. Forward the names of nominees not elected to the Representation Committee Chair to contact for interest in serving on other committees.
5.6 Maintain USM committee rosters. Document committee chairs, number of classified staff appointees, how they are appointed, length of terms, number of terms, senator positions or classified staff member. Committees include but are not limited to: BOV Committee, Staff Development Advisory Committee, Parking Committee, UPBAC, Space & Scheduling, etc.
Section 6.0 Staff Senators: All senators who are not officers
6.1 Attend all CSS meetings in accordance with Article 1 Section 4.0.
6.2 Vote on all matters brought before the Staff Senate
6.3 Serve on at least one standing committee
6.4 Serve on University Committees as appointed
Section 7.0 Classified Staff Senate Members
7.1 Shall report the constituent of their prospective areas on issues brought before the CSS
7.2 Seek opinions from the constituents of their respective areas on pertinent matters concerning the University and/or CSS
7.3 Work actively toward the goal of improving the University and the
working conditions of its staff members, not governed by bargaining units.
7.4 Be free to express personal opinions to constituents and other members of the University community; however, they must clearly state that these opinions are their own and differentiate them from Senate positions and actions when differences exist. Senate members shall not misrepresent any senate action, position, or decision to the University community.
7.5 Be responsive to the constituents of their respective areas.
ARTICLE III. Committees
Section 1.0 Executive Committee shall be comprised of Chairperson, Vice-Chairperson, Secretary (Co), and Treasurer.
1.1 Shall provide advice and counsel to the Chairperson.
1.2 In the event of an emergency affecting the Classified Staff, a special meeting of CSS shall be called. Every effort shall be made to attend a special meeting; however, in the event that a meeting cannot be held the Executive Committee may act in behalf of the CSS. Such action shall be subject to approval at the next regularly scheduled CSS meeting.
Section 2.0 CSS Committees: The Senate shall appoint standing and ad hoc committees to conduct Senate business.
2.1 The Chair of the committee will be a CSS member; committee members shall not necessarily be members of the CSS.
2.2 Release time for non CSS committee shall be sought by the Chair of CSS.
2.3 All committees shall meet outside of regularly scheduled CSS meetings. It is recommended that committees meet once a month.
2.4 The committee Chairs shall report at each regularly scheduled CSS
2.5 Committee Chairs shall compile an annual report and suggested budget for next year’s committee by June meeting.
2.6 Standing Committees shall include but not be limited to: Communication Committee, Election Committee, Technology Committee, CSS Fundraising Committee, and Events Program/Workshops Committee, Constitution/Bylaws and Handbook Committee.
Section 3.0 University Committees: Upon the request of the President of USM or other appropriate University officials, the CSS shall nominate classified staff for representation on standing and ad hoc University Committees.
3.1 Representatives shall not necessarily be member of CSS unless specifically designated but shall report to the CSS Chair for reporting at the regularly scheduled CSS meeting.
ARTICLE IV. Other University Senate Representation
Section 1.0 The CSS shall designate available representatives to the Faculty Senate, Professional Staff Senate, and Student Senate. Each representative shall report at each regularly scheduled CSS meeting.
ARTICLE V. Meetings
Section 1.0 The rules contained in the most recent edition of Robert’s Rules of Order shall govern the Senate in all cases to which they are applicable.
Section 2. 0 Meetings shall be held on alternate campuses (Portland or Gorham) as determined by the Senate at the first meeting following elections. At least one meeting per year will be held at Lewiston/Auburn College. If necessary, a special meeting may be called at the discretion of the Executive Committee.
Section 3. 0 Fifty percent of the current CSS membership shall be present to conduct a business meeting of the Senate.
Section 4. 0 Agenda items should be submitted to secretary at least 14 days prior to next meeting. Executive Committee should approve agenda no later than 7 days prior to next meeting. Approved agenda should be posted on CSS website and sent out on C-Staff listserv 7 days prior to next CSS meeting. A hard copy of the agenda should be mailed to all CSS members including Ex Officio 7 days prior to next meeting.
Section 5. 0 A draft of the minutes will be posted on the CSS listserv at least 14 days prior to next meeting. Senators need to submit any changes or additions to secretary no later than 10 days prior to next CSS meeting. Final draft of minutes will be posted on CSS website and sent out on C-Staff listserv 7 days prior to next CSS meeting. A hard copy of the minutes should be mailed to all CSS members including Ex Officio 7 days prior to next
Section 6.0 All classified staff may attend meetings of the CSS with supervisor approval.
ARTICLE VI. Voting
Section 1. 0 A majority vote of the quorum is required to approve an action on agenda items by the CSS. Proxy votes shall be accepted.
Section 2. 0 In the event of a non-majority vote a recommendation will be on the issue and it will be tabled for vote at the next regular meeting or if Executive Committee deems necessary the vote will be held over the CSS listserv.
ARTICLE VII. Amendment of the Bylaws
The Bylaws may be amended at any regular meeting of the CSS by a majority vote. Bylaw amendments may be proposed by any member of the CSS or any member of the Classified Staff. Proposed amendments must be read into the minutes at one meeting and voted on at the next meeting.
ARTICLE VIII. Amendment /Ratification of the Constitution
Section 1. 0 Proposed amendments to the Constitution shall be submitted to all classified staff for review and vote
1.1 Ratification occurs by a majority of votes cast
1.2 Ratified Constitution shall be distributed to all senators, the President, and other interested parties. The use of electronic mediums is encouraged whenever possible.
Revised: November 14, 2001