BHSU CSA Council By-Laws Effective January 2009
ARTICLE I: PURPOSE AND ORGANIZATIONAL STRUCTURE
Purpose The purposes of the Black Hills State University Career Service Act Advisory Council are:
1. To give Career Service employees campus representation, and a means by which they can provide input and make recommendations to the administration on matters concerning Career Service employees; 2. To provide encouragement and support for Career Service employees through personal and professional development opportunities such as seminars, speakers, printed and audio-visual material, in collaboration with the Human Resources Department; 3. To recognize CSA and other outstanding employees; 4. To help orient new Career Service employees in collaboration with the Human Resources Department; and 5. To provide support to the University by means of the CSA Council Scholarships.
Organizational Structure The BHSU Career Service Advisory Council consists of members elected from currently employed Career Service Act personnel. The objective is to have the various areas of campus represented.
Areas of campus shall be defined by the functional areas structure of BHSU. Those areas of representation are:
General/Technical (4 representatives) Clerical (3 representatives) Facilities Services (2 representatives)
The BHSU CSA Council shall consist of nine members apportioned by the functional areas ratio above to ensure fair representation of all CSA members and areas. (See Article III: Officers, Regents CSA Council Representative of these By-Laws.)
ARTICLE II: MEMBERSHIP
Selection The selection process will begin in February of each year, with a three-year term beginning in May of the same year. In order to avoid a complete turnover in membership in any given year, the selection process will be held each year with approximately one-third of the members reaching the end of their term each year. Those eligible for elections are CSA employees who are not on probation at the time of the election.
A two-part selection process shall be done. First, in February an inquiry memo will be sent to all personnel requesting nominations from any source within an area (self, other employee, supervisor, Vice President). A list would then be compiled from those names, and an election would be held in March from the list. Voting will be done by electronic ballot, by functional area. The sitting Council President will utilize the electronic tally of the balloting to notify the new members. The ballot results will be kept for one year for replacement of a position in the event of a resignation.
Resignation In the event a Council member resigns, the replacement for that functional area may be appointed by the Council from the selection list to serve for the remainder of the member’s term.
Responsibility to Attend Meetings Council members are expected to attend all meetings. If a member misses three consecutive meetings, the member is subject to dismissal from the Council.
Term Limits Council members will be limited to two consecutive terms (6 years). Persons interested in further service must leave the Council for at least one term (3 years) before being eligible again.
ARTICLE III: OFFICERS
Election of Officers At the April meeting, the old and new council members shall meet jointly for the purpose of continuity. Council members shall elect the officers for the upcoming term to begin in May of the same year. The President shall be a Council member who has served at least one year in their current term, and who can serve for a maximum of two consecutive years. All other officers shall be elected annually; each shall be limited to a maximum of two consecutive years in a single office.
President The President will assume the following duties: • Serve as presiding officer of the Black Hills State University Career Services Act Advisory Council. • Act as liaison between the Career Service Advisory Council, campus representative groups, and other agencies, with the option to delegate another council member if needed. • Authorize all expenditures along with the finance officer, with the approval of the Council • Ensure that the Vice President is familiar with the duties of the Presidency.
Vice-President The vice-president will assume the following duties: • In the absence of the President, the vice-president will serve as the presiding officer of the CSA Advisory Council • In case of resignation by the President, the vice-president will automatically fill the President’s position.
Secretary The secretary will assume the following duties: • Record proceedings of the Council meetings, maintain record of minutes; circulate minutes to Council members; make minutes available electronically to all interested parties (CSA employees, Administration officials), publish meeting times, locations, and tentative topics of discussion in the Campus Currents prior to meetings • Handle all campus correspondence • Serve as acting chairperson in the temporary absence of both President and Vice President • Maintain email mailing list for Council, and coordinate website with the Communications Department.
Finance Officer The finance officer will assume the following duties: • Submit a budget annually reflecting the Council’s plans as requested by the Administration • Maintain the CSA accounts and verify transactions • Authorize all expenditures along with the President • Prepare a monthly report to be represented at the CSA monthly meeting.
Regents Career Service Advisory Council Representative A member of the CSA Council who has served at least one year will represent Black Hills State University on the Regents Career Service Advisory Council. • The Regent’s CSA Council Representative shall be defined according to Regental CSA policy. • If the office becomes vacant due to extenuating circumstances, a new representative will be nominated and elected by the CSA Council during the first meeting after the position becomes vacant. • The link to Regental CSA Policy is: http://www.sdbor.edu/policy/1-Governance/documents/1-7-5.pdf
ARTICLE IV: PROCEDURE
Meetings The Council will meet once a month during the calendar year notifying all interested parties of the date, time, place and agenda items. The CSA President or the President of the University may call special meetings.
ARTICLE V: AMENDMENTS
Procedure The BHSU Career Service Act Advisory Council by-laws may be amended by a majority of CSA employees voting. In order to be considered for a vote, the proposed amendment must have had a first reading during the meeting of the month immediately prior to the proposed vote, and a second reading on the day of the vote.
Revised: June 2008 (Effective January 2009) April 2004 November 2002