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The Constitution of the Staff and Administrative Council

Preamble:  The Staff and Administrative Council is an advisory body of members elected to represent the staff and administrators of Iona College. It serves as a forum for the expression and exchange of the ideas and concerns of those represented and as a means of communicating advice and recommendations to the College Council and its standing committees. The powers of the Staff and Administrative Council are derived from and are subject to the authority of the Board of Trustees.

Part I
General Statement

1. This body is known as the Iona College Staff and Administrative Council (SAC).

2. The presiding officer of SAC is the Chair.

3. A majority of members of SAC constitutes a quorum.

4. The Staff and Administrative Council represents all full-time and part-time staff and administrative employees of Iona College with the exception of the members of the President's Cabinet.

5. An amendment to this Constitution may be initiated by placement on the agenda of a SAC meeting. After discussion, it must be approved by two-thirds of eligible voters casting votes. Amendments approved by SAC are then sent to the President of the College for final approval.

6. By-laws to the Constitution are adopted, amended, or repealed by a majority vote of the Staff and Administrative Council, provided the proposal has been introduced to the members at a previous regular meeting. Changes approved by SAC are then sent to the President for final approval.

7. Changes in the composition or duties of SAC committees, or the introduction or elimination of committees, requires a majority affirmative vote of SAC membership. Notification of all such matters must be placed on the agenda in advance.

8. All questions before SAC, other than amendments to this Constitution, are decided by majority vote of the quorum.

Part II
The Staff and Administrative Council

1. Composition

1.1 The Staff and Administrative Council has 24 members, 12 administrators and 12 staff. Administrators are defined as personnel with an FLSA exempt status, and staff are defined as personnel with an FLSA non-exempt status, according to Human Resources records.

1.2 The Staff and Administrative Council reviews membership at least every five years to ensure adequate representation.

2. Duties

2.1 Act as principal representatives of the Staff and Administration to the President and other senior administrators of the College.

2.2 Send representatives to the College Council and its standing committees.

2.3 Study and deliberate on the ideas and concerns of those represented.

2.4 Receive and review minutes and other reports from the College Council and its standing committees.

2.5 Refers issues to the standing committees of the College Council.

2.6 Make recommendations to the College Council, and to the President and other senior administrators of the College.

2.7 Inform membership of its activities.

3. Terms of Office

3.1 Members are elected to serve a 3-year term with one-third of the members replaced each year.

3.2 Terms begin at the first meeting following the election, in May

3.3 Members filling vacancies serve the balance of the unexpired term and can be re-elected for a three-year term, provided the total consecutive years in office do not exceed five years.

3.4 At the end of a full 3-year term, incumbents are eligible for re-election after a one-year interval.

3.5 A SAC member will relinquish his or her seat if the member ends employment at Iona College, or ceases to be a member of one of the two classes defined in Part II, Section A, or resigns from SAC, or can no longer serve, or is absent for more than half of the SAC meetings in a year.

4. Executive Officers

4.1 The officers are the Chair, Vice Chair, and Secretary.

4.2 Officers serve a one-year term and may be re-elected for two additional terms.

5. Executive Board

5.1 The Executive Board of SAC consists of the Chair, the Vice Chair, the Secretary, and the representative from the Staff and Administrative Council to the College Council.

5.2 Executive Board members serve a one-year term and may be re-elected for two additional terms.

5.3 The Executive Board nominates the representatives to the College Council standing committees, reviews minutes and reports from the College Council and its standing committees, schedules SAC meeting dates, times, and agendas, fills vacancies according to the procedure specified herein and meets in special session if necessary, reporting back to the full Staff and Administrative Council.

Part III
Meetings

1. Staff and Administrative Council meetings are open to all members of the constituency groups defined in Part II, 1 and other guests invited by SAC. Visitors may attend as non-participating observers, unless recognized by the Chair.

2. Regular meetings of SAC are held eight times a year, four in the fall semester and four in the spring semester, with the final meeting held in May.

3. Special meetings of SAC may be convened at the request of the Chair, by at least 13 members of SAC, or by the President of the College or his/her designee.

4. Executive Board meetings may be called as needed for the conduct of business or to address matters of urgency.

5. Meetings are guided by Robert's Rules of Order.

6. Agendas are set by the Executive Board. Items may be introduced for the agenda by the membership through the Executive Board at least two weeks prior to the meeting date or at the request of the College President.

7. A simple majority of members constitutes a quorum.

Part IV
Election Process

1. Eligibility for SAC:

a) All full-time staff and administrators with at least one year of continuous employment at Iona College and part-time staff and administrators (defined as working an average of 20 hours per week or 1,000 hours a year) with at least 3 years of continuous employment at Iona College by March 1 are eligible to run for election.

b) Individuals already holding a seat or running for a seat on the Faculty Senate or the Student Government Association may not be elected to SAC.

1.1. Elections are held annually in April according to the procedures established in the By-Laws.

1.2. All full-time staff and administrators who have successfully completed the probationary period and all part-time staff and administrators with a minimum of two continuous years of employment at Iona College at the time of the election are eligible to vote for candidates for the Staff and Administrative Council.

1.3. Eligible staff members may vote for staff representatives, and eligible administrators may vote for administrative representatives. Voting is conducted by electronic ballot.

1.4. Mid-term vacancies in the Staff and Administrative Council are filled by the person(s) receiving the next highest votes in the previous election, as provided for in the By-Laws. In the event of a tie, the person will be chosen by random selection.

2. Election of the Executive Board

2.1 To be eligible to run for office, an individual must be a current member of the Staff and Administrative Council and must have served for at least one year in any current or previous term at the time of the election.

2.2 Members of the Staff and Administrative Council will elect the Executive Board members prior to the first meeting in May, as provided for in the By-Laws.

2.3 Voting is conducted by ballot, with a decision by simple majority.

2.4 Mid-term vacancies are filled by election by the Staff and Administrative Council members at the next SAC meeting following the announcement of the vacancy.

3. Election of the Representatives to the College Council Standing Committees

3.1 To be eligible to run for the position of representative to one of the College Council standing committees, an individual must be a current member of the Staff and Administrative Council.

3.2 At the first meeting in May, the newly-elected Executive Board will nominate the representatives to the College Council standing committees for approval by SAC members.

Part V –
Committees

1. The introduction or elimination of standing committees of SAC requires a majority affirmative vote of the Staff and Administrative Council. Motions to effect these changes must have been placed on the agenda for discussion at a previous regular meeting.

2. As the need arises, SAC may create ad hoc committees of SAC to deal with specific issues. Ad Hoc Committees may be constituted for no more than three years.

3. The composition, duties, and procedures for selecting members of SAC committees is decided by majority vote of the SAC members.

4. All SAC committees should be as representative as possible with ordinarily no more than 2 members of a department serving on a given committee.

Part VI
By-laws

1. General

1.1. Members of the Staff and Administrative Council are expected to attend all SAC meetings, notifying the Secretary via email prior to any absence.

1.2. Members will attend all meetings of the standing committees of the College Council, if appointed, and must notify the SAC Secretary via email prior to any absence. If the absence means there will be no SAC representative at that committee meeting, the Secretary may send another member from SAC.

1.3. The Staff and Administrative Council Constitution is reviewed and updated at least every five years and as needed per College governance.

2. Responsibilities of SAC Officers and the Executive Board

2.1. All SAC officers serve on the Executive Board.

2.2. The SAC Chair serves as the principal staff and administrative representative to the Iona College Community. This person presides over all regular meetings of SAC; presides over all meetings of the Executive Board; represents SAC on the College Council; oversees SAC activities and communication; and provides for quarterly communication to the membership.

2.3. The SAC Vice Chair presides in the absence of the Chair assuming the duties of the Chair if the Chair is unable to perform them. He or she serves as Chair of the Elections Committee.

2.4. The SAC Secretary keeps meeting attendance and notifies the Chair of excessive absences; records meeting minutes and posts online to the College Community within two weeks of each meeting; announces meetings and the agenda; maintains and updates the roster of SAC members; maintains and updates a calendar of events relevant to SAC; maintains a list of all standing committees of the College Council and SAC; records names of members interested in serving on SAC committees; and maintains SAC records on the SAC shared network drive.

2.5. The Executive Board ensures staff and administrative representation to all standing committees of the College Council, with the exception of the committee on Rank, Tenure and Awards, and as requested, recommends staff and administrative representatives to committees of the College administration, standing or ad hoc, that include a staff and administrative presence, in the expectation that an explanation be offered if a recommendation is not accepted.

3. Elections for Members of the Staff and Administrative Council

3.1. At the February SAC meeting, the Executive Board appoints five members from the Staff and Administrative Council to form an Election Committee to be chaired by the Vice Chair. It is the responsibility of this Committee to run the elections for SAC members.

3.2. At least four weeks before the election date, the Elections Committee sends nomination procedures, forms, and deadlines to all staff and administrative employees who are eligible to vote.

3.3. Nominations may come from the Executive Committee, from the membership, or from self-nomination.

3.4. The Elections Committee prepares a slate of candidates for the eight vacant positions, 4 administrative and 4 staff, verifying eligible candidates from a list supplied by the Human Resources Department. Proposed candidates are given the opportunity to accept or decline the nomination.

3.5. At least two weeks before the election date, the Elections Committee sends electronic ballots and voting procedures to all staff and administrative employees eligible to vote from a list supplied by the Human Resources Department.

3.6. The Election Committee counts the votes and announces the results to the membership within one week after the election date. The two staff candidates and two administrative candidates receiving the next highest number of votes are declared alternates who will fill positions becoming vacant prior to the next election.

3.7. Within two weeks after the election, the Elections Committee reassembles as the nominating committee for the election of the members of the Executive Board of the new SAC. This Committee nominates two eligible members from the new Staff and Administrative Council for each position on the Executive Board, mailing ballots to all members of the newly-elected Staff and Administrative Council. The Elections Committee counts the ballots and announces the results to the membership within one week following the election.

3.8. In the event of a tie, winners are chosen by random selection.

4. Meetings

4.1. The Secretary distributes the agenda to SAC members and also posts it online at least one week before the scheduled meeting.

4.2. The Secretary distributes minutes of SAC meetings to the members and also posts them online within two weeks of each meeting.

4.3. Voting is by show of hands, unless otherwise specified.

5. Committees of the Staff and Administrative Council

5.1. Committees notify members of their meetings and provide an agenda at least seven days in advance of the meeting.

5.2. All committees of the Staff and Administrative Council keep minutes of their meetings and submit a summary report to SAC.

6. Stipends for the Executive Committee

Given the time consuming nature of the duties of the SAC Executive Committee members and to encourage employees to serve in these positions, the members of the SAC recommended the SAC Chair be given an annual stipend of $950 and the Vice Chair, Secretary and Representative to the College Council each be given and annual stipend of $850.

Official Web Site of the Staff and Administrative Council

SAC Constitutional History

Amended: in April 2008 (Article VII)
Amended: April 2013 (Article III Section 3 B and Article V Section 3A).
Amended: November 14, 2017