The official representative body of the staff of the University of Kentucky

BY-LAWS OF THE UNIVERSITY OF KENTUCKY STAFF SENATE

PURPOSE OF THE STAFF SENATE

ARTICLE I – SENATORS
Section 1. Term of Office
Section 2. Eligibility
Section 3. Election
Section 4. Duties of Senators
Section 5. Attendance and Leave
Section 6. Vacancies in the Senate
Section 7. At-Large Senators
Section 8. Ex-officio members of the Staff Senate
Section 9. Removal of a Staff Senator

ARTICLE II – OFFICERS
Section 1. Term of Office
Section 2. Eligibility
Section 3. Elections of Officers
Section 4. Duties of the Chair
Section 5. Duties of the Vice Chair
Section 6. Duties of the Secretary
Section 7. Duties of the Treasurer
Section 8. Duties of the Parliamentarian
Section 9. Duties of the Office Coordinator
Section 10. Removal of Staff Senate Officers

ARTICLE III – MEETINGS
Section 1. Time
Section 2. Place
Section 3. Notice of Meetings
Section 4. Agenda
Section 5. Special Meetings
Section 6. Open Meetings

ARTICLE IV – VOTING
Section 1. Method
Section 2. Limits
Section 3. Quorum
Section 4. Debate
Section 5. Tie Votes

ARTICLE V – EXECUTIVE COMMITTEE OF THE STAFF SENATE
Section 1. Purpose
Section 2. Composition
Section 3. Reports
Section 4. Forum

ARTICLE VI – STANDING COMMITTEES AND STANDING ADVISORY COMMITTEES OF THE STAFF SENATE
Section 1. Purpose
Section 2. Committee Officers
Section 3. Standing Committees of the Staff Senate
Section 4. Standing Advisory Committees of the Staff Senate
Section 5. Duties of Standing and Standing Advisory Committee Chairs
Section 6. Duties of Standing and Standing Advisory Committee Secretaries
Section 7. Purpose and Responsibilities of Standing Committees
a. Election Committee
b. Staff Issues Committee
c. Public Relations and External Affairs Committee
d. By-Laws Committee
e. Institutional Finances and Resource Allocation Committee
f. Technology Committee
Section 8. Purpose and Composition of Standing Advisory Committees
a. Staff Trustee Advisory Committee
b. Advisory Committee to the President of the University

ARTICLE VII – SPECIAL AND AD HOC COMMITTEES
Section 1. Authority
Section 2. Limitation
Section 3. Reports

ARTICLE VIII – SPECIAL EVENTS
a. UK Appreciation Day

ARTICLE IX – AMENDMENTS TO THE BY-LAWS
Section 1. Petition
Section 2. Process
Section 3. Effective Date
Section 4. Limitation

LIST OF REVISIONS MADE TO BY-LAWS


BY-LAWS OF THE UNIVERSITY OF KENTUCKY STAFF SENATE
PURPOSE OF THE STAFF SENATE
The University of Kentucky Staff Senate shall exist to provide a forum in which the diverse staff can work together to promote their common interests, needs and concerns, to create a stronger bond within the staff, and to encourage cooperation between the staff, faculty, and students for the long-term benefit of the University of Kentucky.

In accordance with GR V, these By-Laws shall govern the Staff Senate. The most recent edition of Robert’s Rules of Order shall be the guide for all parliamentary decisions for the Staff Senate. All Senators are sworn to uphold the By-Laws of the Staff Senate.

ARTICLE I – SENATORS
Section 1. Term of Office
a. Senators shall be elected for a term of three (3) years. Terms of Senators are staggered so that only part of the Staff Senate membership is elected in either of the two (2) years when Staff Senate elections are held. The third year is the year the University of Kentucky Staff Representative to the Board of Trustees is elected.

Section 2. Eligibility
a. All regular staff employees with a 0.75 or greater full-time equivalency (FTE), as defined in Human Resources Policy and Procedure Administrative Regulations, with at least one (1) year of continuous University employment by April 1 shall be eligible to file for candidacy and election to the Staff Senate. Exceptions to the minimum service requirement are provided in the University of Kentucky Governing Regulations Part V, and may be implemented on a case-by-case basis approved by a majority vote of the Staff Senate.
b. Nomination forms shall be made available to all precincts with vacancies available for nomination no fewer than fourteen (14) days before the nomination deadline.
c. Each year, nomination forms for those staff members who desire to be candidates for election must be returned to the Election Committee who will verify the eligibility of the nominee. After this verification, the ballots shall be set.
d. It shall be the responsibility of the Election Committee to ensure that:
i. A slate of eligible candidates shall be made available within ten (10) working days after the nomination deadline; and
ii. Election results are certified as soon as is reasonably possible.

Section 3. Election of Senators
a. The administration of Staff Senate elections shall be the responsibility of the Election Committee.
b. The Election Committee shall annually review the staff structure and population to ensure proportional representation. The recommendations of the Election Committee shall be reported at the February meeting of the Staff Senate.
c. The Election Committee shall ensure that any challenges regarding the policies related to representation are reviewed. Upon completion of such a review, a recommendation shall be made to the Staff Senate where the challenges shall be resolved by a vote of the Staff Senate.
d. Senators will be sworn in to office in the month of July.

Section 4. Duties of Senators
a. Senators’ duties shall include, but not be limited to:
i. Communicate regularly with their precincts;
ii. Attend all regular Staff Senate meetings;
iii. Serve on a Standing Committee;
1. Attendance at the Senator’s designated Standing Committee meetings is required.
2. A Senator shall not serve on more than one (1) Standing Committee or Standing Advisory Committee with the exception of the Chairs of the Standing Committees or Standing Advisory Committees. A Senator may attend any other Standing Committee or Standing Advisory Committee meeting as a non-voting member.
iv. A Senator, as an employee, is free to talk about any issue regarding the University. However, as a Senator, one may only speak or disseminate information on behalf of the Senate, or Senate committee, when approved by the Executive Committee; and
v. Uphold the By-Laws of the Staff Senate.

Section 5. Attendance and Leave
a. The Secretary of the Staff Senate shall notify the Executive Committee when a Senator has either three (3) unexcused absences or a combined total of five (5) excused/unexcused absences from regular Staff Senate meetings during any one (1) fiscal year.
i. An excused absence shall be defined as an occurrence of official University work or official University leave. An occurrence constitutes the entire duration of each official University leave and shall be counted as one (1) absence regardless of the number of meetings missed.
ii. An excuse must be given to the Secretary before the meeting unless an emergency situation arises. In such cases the Secretary must then be contacted within seven (7) calendar days.
b. Each Committee Secretary shall notify the Secretary of the Staff Senate when a Senator has either three (3) unexcused absences or a combined total of five (5) excused/unexcused absences from Committee meetings during any one (1) fiscal year.
i. An excused absence shall be defined as an occurrence of official University work or official University leave. An occurrence constitutes the entire duration of each official University leave and shall be counted as one (1) absence regardless of the number of meetings missed.
ii. An excuse must be given to the Committee Secretary before the meeting unless an emergency situation arises. In such cases the Committee Secretary must then be contacted within seven (7) calendar days.
iii. If there is a regular conflict with a Committee meeting, the Senator should ask the Executive Committee to be re-assigned to another Committee.
c. A Senator on official University leave shall retain his or her Senatorial seat until the end of his or her term.
d. An Officer of the Staff Senate whose official University leave shall encompass three (3) consecutive, regular Staff Senate meetings shall be required to resign his or her position as Officer of the Staff Senate upon the inception of the Senator’s official University leave. This will terminate his or her position on the Executive Committee.

Section 6. Vacancies in the Staff Senate
a. Vacancies in the Staff Senate occur when a Staff Senator:
i. Notifies the Staff Senate Secretary in writing that he or she no longer wishes to serve or is unable to serve as a Senator;
ii. Transfers to a different precinct;
iii. Is no longer regular, full-time staff; or
iv. Is removed from the Staff Senate.
b. It shall be the responsibility of the Staff Senator to notify the Staff Senate Secretary in writing when the Senator transfers to a different precinct or is no longer regular, full-time staff.
c. The filling of any vacancy in the Staff Senate is the responsibility of the Election Committee.
i. Recommendations from the Election Committee shall be approved by the Staff Senate at a regularly scheduled meeting.

Section 7. At-Large Senators
a. Appointments for an At-Large Senator are made by meeting one of the requirements according to the following criteria:
i. A Senator who was elected to a senate seat and then has vacated that seat by transfer to another University department will become a Relocated At-Large Senator.
1. Relocated Senators will no longer represent the precinct from which they were elected but would now represent the staff in their new precinct.
2. Senators transferring to a new precinct must notify the Staff Senate Office Coordinator before the next regular Senate meeting.
3. A Relocated Senator’s term ends at the next regular election in his/her new precinct.
4. Relocated Senators will be allowed all rights and privileges of a regular Staff Senator.
ii. If there are unrepresented or under-represented precincts after a regular Senate election, At-Large Senators may be appointed to represent those precincts. The Election Committee may compile a list of appointees to be voted on and sworn in by the Staff Senate during the next regularly scheduled meeting.
1. The At-Large Senators may be selected from the pool of candidates not elected in the regular election.
2. Candidates will be ranked by highest percentage of votes within each precinct.
3. In the event of a tie in vote percentage and both candidates desire to serve as an At-Large Senator, the At-Large Senator will be chosen by coin toss.
4. Only one (1) At-Large Senator may be chosen by appointment from any precinct.
5. At the next regular election in the At-Large Senator’s home precinct, the At-Large Senator must run for a seat in that precinct and be elected if they wish to remain a Senator.
6. At-Large Senators, will be allowed all rights and privileges of a regular Staff Senator.

Section 8. Ex-Officio members of the Staff Senate
a. Ex-Officio members of the Staff Senate shall include, but not be limited to, the President of the University, Staff Representative to the Board of Trustees, Chair of the Human Resources Committee of the UK Board of Trustees, Chair of the Women’s Forum, Chair of the University Senate, President of the Student Government Association, Executive Vice President of Fiscal Affairs, Executive Vice President of Health Affairs, Provost, Vice President for Institutional Diversity, Associate Vice President for Human Resources, Director of Employee Benefits, Work-Life Director, and Staff Senate Office Coordinator.
b. Requests for Ex-Officio membership from individuals not enumerated in Article I, Section 8.a. shall be submitted to the Executive Committee. The Executive Committee will review applications and forward recommendations to the Staff Senate floor for approval by a majority vote. Membership lists will be maintained by the Executive Committee and posted to the Staff Senate website.
c. Ex-Officio members may take part in discussions in the Staff Senate and answer questions, but may not vote or be appointed as an Officer of the Staff Senate or serve on any committees. They may be asked to attend meetings of Standing Committees or Ad Hoc Committees if felt appropriate by the Chair and a majority of that Committee.
d. Ex-Officio members will be introduced to the Staff Senate as soon as is reasonably possible.

Section 9. Removal of a Staff Senator
a. Any Senator may be removed from office for misconduct. Grounds for removal may include, but are not limited to: violation of the University or Senate policies, acts that defame or malign the reputation of the Staff Senate, dishonesty, or absenteeism.
b. The call for the removal of a Senator must come from another current Senator. The Executive Committee shall contact the Senator whose name is up for removal to ascertain whether or not the issue(s) can be resolved prior to sending the resolution to the full Staff Senate.
c. The Senator calling for the removal of another Senator must submit the reasons for removal, in writing, to the Executive Committee for review. The document must be submitted at least two (2) weeks before the next regularly scheduled Executive Committee meeting. The Senator who is under consideration for removal shall be notified in writing within three (3) business days, receipt of this notification will be verified by the Executive Committee prior to the meeting at which removal will be discussed. The Senator shall have an opportunity for rebuttal at the same meeting.
d. A majority of the Executive Committee must vote that the reasons for removal are sufficient to pass to the Senate. The vote must occur at the first qualifying regularly scheduled Executive Committee meeting after receiving the document. If a member of the Executive Committee is either party in the process, they shall not have a vote on whether to forward to the senate.
e. If the document is forwarded to the Senate, it must appear on the agenda for the first regularly scheduled Senate meeting after the Executive Committee vote. The document must be presented at that meeting by the Senator requesting removal. The Senator who is under consideration for removal shall have an opportunity for rebuttal.
f. A majority of the current Senate membership must vote for the removal of the Senator for that individual to lose their position. If a Senator is removed, their position is considered to be a vacancy as though the individual left the University.

ARTICLE II – OFFICERS
Section 1. Term of Office
a. The Staff Senate shall elect Officers to serve for one (1) year or until the respective successors have been elected and seated.

Section 2. Eligibility
a. All voting members of the Staff Senate, who have been a current senator for no less than 6 months, are eligible for election to an Officer position. Only voting members of teh Staff Senate may nominate or cast ballots in the election of any Officers of the Staff Senate.

Section 3. Election of Officers
a. The election of the Officers of the Staff Senate shall be conducted at the May regular meeting with elected Officers being seated in July.
b. The Parliamentarian of the Staff Senate shall preside over the Senate officer elections, with the exception of the election for Parliamentarian, which shall be presided over by the Vice Chair. The Parliamentarian shall appoint two members of the Staff Senate to serve as Tellers in the counting of votes cast in these elections. Any Teller nominated for any office shall be ineligible to serve as Teller in the counting of votes for the office to which he or she has been nominated, in which case the Parliamentarian shall appoint a temporary Teller to serve.
c. All nominees for each Office must accept the nomination and introduce themselves to the Senators before the election for that Office. If a Senator wants to be nominated to an Officer position, and cannot be present at the Senate meeting at which nominations would be accepted, the Senator must submit a letter of intent for the position to the Election Committee. The letter must be received by the Election Committee by its regular April meeting. The nominee shall be allowed to stand for election for the position once the Senator's elibibility is confirmed by the Election Committee. The election shall be conducted by secret ballot.
d. An election to fill a vacancy for any Office shall be conducted at the next regular meeting after such vacancy occurs. At least two (2) weeks notice to the membership of a vacancy is required; therefore, if the vacancy occurs less than two (2) weeks before the next regularly scheduled meeting, the election shall be postponed to the following regularly scheduled meeting.

Section 4. Duties of the Chair
a. The duties of the Chair shall include, but not be limited to:
i. Preside at all meetings of the Staff Senate and the Executive Committee;
ii. Determine, in consultation with the Executive Committee, the agenda for all meetings of the Staff Senate;
iii. In response to a majority vote of the Executive Committee or the Staff Senate, issue calls for special meetings of the Staff Senate through the Secretary;
iv. Receive all matters directed to the Staff Senate and refer these to the Staff Senate or one of its committees, as appropriate; and
v. Act as the official representative of the Staff Senate.

Section 5. Duties of the Vice Chair
a. The duties of the Vice Chair shall include, but not be limited to:
i. Preside at meetings of the Staff Senate in the absence of the Chair;
ii. Act as Chair of the Staff Senate in the event a vacancy occurs in the office of the Chair of the Staff Senate until another Chair is elected;
iii. Represent the Staff Senate when appointed to do so by the Chair of the Staff Senate; and
iv. Serve as a member of the Executive Committee.

Section 6. Duties of the Secretary
a. The duties of the Secretary shall include, but not be limited to:
i. Maintain a current list of Staff Senate members and vacancies;
ii. Maintain attendance records of Staff Senate meetings and forward those records and the Standing Committee and Standing Advisory Committee attendance records for posting on the Staff Senate Website;
iii. Jointly maintain, with the Parliamentarian, archives of all actions taken by the Senate and all actions are kept available to the Staff Senate and the general public;
iv. Ensure accurate minutes are taken at each Staff Senate and Executive Committee meeting; and
v. Serve as a member of the Executive Committee.

Section 7. Duties of the Treasurer
a. The duties of the Treasurer shall include, but not be limited to:
i. Jointly manage with the Office Coordinator, the Staff Senate operating budget(s) and ensure all financial records are available upon request in accordance with university business procedures and policy;
ii. Jointly provide with the Office Coordinator and Chair, a proposal for approval that outlines allocations for operating budget(s) to the Staff Senate body after approval of the Staff Senate budget by the Office of the President; subsequent allocations over 500 dollars must be referred to the Executive Committee for approval; subsequent allocations over 1,000 dollars must be referred to the Staff Senate body for approval;
iii. Provide, as necessary, a second signature on financial transactions after the Office Coordinator. If the Treasurer is unavailable, the Vice Chair shall provide the second signature. The Office Coordinator shall advise the Treasurer in twenty-one (21) days of any transaction signed by the Vice Chair; and
iv. Serve as a member of the Executive Committee.

Section 8. The Duties of the Parliamentarian
a. The duties of the Parliamentarian shall include, but not be limited to:
i. Interpret and apply Robert's Rules of Order (latest revision) when so requested by either the Chair of the Staff Senate or by a motion duly adopted by the Staff Senate;
ii. Ensure an accurate and up-to-date copy of the By-Laws and all amendments are kept available for the Staff Senate and the general public;
iii. Jointly maintain, with the Staff Secretary, archives of all actions taken by the Senate and all actions are kept available to the Staff Senate and the general public;
iv. Preside over officer elections (with the exception of election of Parliamentarian); and
v. Serve as a member of the Executive Committee.

Section 9. The Duties of the Office Coordinator
a. The duties of the Office Coordinator shall include, but not be limited to:
i. Jointly manage with the Treasurer, the Staff Senate operating budget(s) and ensure all financial records are available upon request in accordance with university business procedures and policy;
ii. Jointly provide with the Treasurer and Chair, a proposal for approval that outlines allocations for operating budget(s) to the Staff Senate body after approval of the Staff Senate budget by the Office of the President; subsequent allocations over 500 dollars must be referred to the Executive Committee for approval; subsequent allocations over 1,000 dollars must be referred to the Staff Senate body for approval;
iii. Provide, as necessary, a first signature and obtain a second signature from the Treasurer on financial transactions. If the Treasurer is unavailable, the Vice Chair shall provide the second signature. The Office Coordinator shall advise the Treasurer in twenty-one (21) days of any transaction signed by the Vice Chair;
iv. Ensure that accurate minutes of all regular and special meetings of the Staff Senate and the Executive Committee are kept and that the minutes are made available at least five (5) working days prior to the next regular meeting of the Staff Senate;
v. Jointly maintain, with the Secretary, a current list of Staff Senate membership and vacancies;
vi. Jointly maintain, with the Secretary, attendance records for posting on the Staff Senate Website;
vii. Carry out job responsibilities and duties as outlined in the major job responsibilities of the Office Coordinator position on record with Human Resources; and
viii. Serve as an Ex-Officio non-voting member of the Staff Senate and Executive Committee.

Section 10. Removal of Staff Senate Officers
a. An Officer of the Staff Senate may be removed from office for reasons such as: violation of the Staff Senate By-Laws, or policies or procedures; malfeasance in office; lack of attendance; or neglect of duty to the Staff Senate. An officer can be removed by the submission of a petition to the Parliamentarian, signed by twenty-five (25) Staff Senators, listing reasons for removal. If the Parliamentarian is the officer in question, the petition will be presented to the Vice Chair. The signatures on the petition will be verified as current Staff Senators. Upon verification the petition will be presented at the next regularly scheduled Staff Senate meeting. Officers shall be removed only with concurrence of two-thirds of the membership of the Staff Senate. A vote on the removal of the officer will be taken at the next regularly scheduled Staff Senate meeting following the reading of the petition.

ARTICLE III – MEETINGS
Section 1. Time
a. The Staff Senate shall hold regular meetings on the second Thursday of the month. If a regular meeting falls on an official University holiday or cannot be held because of an act of God or nature, the meeting shall be held on the Thursday following the holiday or occurrence of an act of God or nature.

Section 2. Place
a. The Staff Senate shall hold its regular meetings on the main UK campus, at William T. Young Library auditorium. To facilitate attendance, meetings shall be held consistently in the same place insofar as practical.

Section 3. Notice of Meetings
a. Notice of a meeting, stating the place, date, and hour of each meeting shall be made available to members of the Staff Senate not less than five (5) working days before a regular meeting and not less than three (3) working days before a special meeting.

Section 4. Agenda
a. The Chair of the Staff Senate and the Executive Committee shall determine the agenda for each meeting.
i. All committees of the Staff Senate and individual members of the Staff Senate may submit agenda items to the Vice Chair not less than ten (10) working days before a regular meeting.
b. A copy of the agenda and appropriate minutes will be made available to each member of the Staff Senate not less than two (2) working days before a regular Staff Senate meeting.
c. The order of the agenda shall be in accordance with Robert's Rules of Order (latest revision). Any conflict between this source and the By-Laws of the Staff Senate shall be resolved in favor of the By-Laws of the Staff Senate.

Section 5. Special Meetings
a. A special meeting of the Staff Senate may be called at the discretion of the Executive Committee or a majority of the Staff Senate.

Section 6. Open Meetings
a. Meetings of the Staff Senate shall be open to the public. Visitors shall be seated separately from the Senators and will be recognized by the Chair only when prior arrangements have been made.

ARTICLE IV – VOTING
Section 1. Method
a. Voting shall be by the method prescribed by the Chair at the time of the vote. The vote totals shall be confirmed by the Chair. If a majority is not distinguishable in a voice vote, a roll call vote shall be called automatically. A roll call vote will be called for automatically in the case of a contested vote.
i. Senators present and interactive with the Officers and senate body via technology prescribed by the Chair shall be permitted to vote.

Section 2. Limits
a. Each Senator shall have one (1) vote. No votes by proxy or absence shall be allowed.

Section 3. Quorum
a. A quorum shall be fifty-one (51) percent of the voting membership.

Section 4. Debate
a. Discussion shall be limited to fifteen (15) minutes per motion or until all Senators have an opportunity to speak. The time shall be kept by the Parliamentarian.

Section 5. Tie Votes
a. A motion fails to pass in the case of a tie vote.

ARTICLE V – EXECUTIVE COMMITTEE OF THE STAFF SENATE
Section 1. Purpose
The Executive Committee shall:
a. Facilitate the functioning of the Staff Senate and oversee all committees;
b. Act on urgent matters which cannot wait for action by the Staff Senate in regular sessions. Such actions shall be reported to the Staff Senate no later than the next regular meeting;
c. Review and recommend action on the Staff Senate annual budget;
d. Recommend the formation of Special or Ad Hoc committees as necessary;
e. Appoint representatives to University-wide committees;
f. Maintain and regulate the Staff Senate listserv; and
g. Determine the agenda for Staff Senate meetings.

Section 2. Composition
a. Members will include the Officers of the Staff Senate as well as the Chairs of the Standing Committees and Standing Advisory Committees, and the Staff Senate Office Coordinator. The Chair of the Staff Senate will serve as the Chair of the Executive Committee. The immediate past-chair will serve as an Ex-Officio member of the committee for one (1) year.
i. In the event that the Chair of any standing committee cannot be present at an Executive Committee meeting, that Chair may appoint a substitute from that committee with the same voting privileges.

Section 3. Reports
a. The Executive Committee shall be responsible for submitting current activity reports at each regular Senate meeting and an annual report at the last Senate meeting of the fiscal year.

Section 4. Quorum
a. Fifty-one (51) percent of the Executive Committee membership shall constitute a quorum.

ARTICLE VI – STANDING AND STANDING ADVISORY COMMITTEES OF THE STAFF SENATE
Section 1. Purpose
a. The purpose of Standing and Standing Advisory Committees is to assume responsibility for the function of specific areas of the business of the Staff Senate.

Section 2. Committee Officers
a. All Standing and Standing Advisory Committees shall elect a Chair to act as the spokesperson for the Committee and oversee Committee actions. All Standing and Standing Advisory Committees shall elect a Committee Secretary to keep committee records.
b. The Chair and Secretary shall be elected at the first Standing or Standing Advisory Committee meeting of the fiscal year.

Section 3. Standing Committees of the Staff Senate
a. The following are Standing Committees:
i. Election Committee;
ii. Staff Issues Committee;
iii. Public Relations and External Affairs Committee;
iv. By-Laws Committee;
v. Institutional Finances and Resource Allocation Committee; and
vi. Technology Committee.
b. The Standing Committees shall be comprised of Senators assigned by the Executive Committee and approved by a majority vote of the Staff Senate. For the IFRA committee, the Executive Committee shall assign, and the Staff Senate shall approve, only the members allotted to the Staff Senate.
c. Reports
i. The Standing Committees shall be responsible for submitting current activity reports to the Executive Committee, as well as a written annual report, which shall be provided to the Executive Committee at or before the last meeting of the fiscal year.
d. Quorum
i. Fifty-one (51) percent of the Standing Committees membership shall constitute a quorum.
e. The Executive Committee shall review all Standing Committees annually and make recommendations about those Standing Committees to the Staff Senate.
i. Criteria will include, but not be limited to, relevance and performance.

Section 4. Standing Advisory Committees of the Staff Senate
a. These committees shall be comprised of Staff Senators:
i. Presidential Advisory Committee; and
ii. Staff Representative to the Board of Trustees Advisory Committee.
b. The Standing Advisory Committees shall be comprised of Senators assigned by the Executive Committee and approved by a majority vote of the Staff Senate.
c. Reports
i. The Standing Advisory Committees shall be responsible for submitting current activity reports to the Executive Committee, as well as a written annual report, which shall be provided to the Executive Committee at or before the last meeting of the fiscal year.
d. Quorum
i. Fifty-one (51) percent of the Standing Advisory Committees membership shall constitute a quorum.
e. The Executive Committee shall review all Standing Advisory Committees annually and make recommendations about those Standing Advisory Committees to the Staff Senate.
i. Criteria will include, but not be limited to, relevance and performance.

Section 5. Duties of Standing and Standing Advisory Committee Chairs
a. The Standing and Standing Advisory Committee Chairs’ duties shall include, but are not limited, to:
i. Call for and preside at all committee meetings;
ii. Determine the committee agenda;
iii. Ensure that all matters referred to the committee are followed through to conclusion;
iv. Ensure that committee conduct is governed by the Constitution and By-Laws and Robert's Rules of Order (latest revision); and
v. Serve as a member of the Executive Committee.
1. In the event that the Chair cannot be present at a Standing, Standing Advisory or Executive Committee meeting, the Chair may appoint a substitute from the Standing Committee.

Section 6. Duties of Standing and Standing Advisory Committee Secretaries
a. The Standing Committee and Standing Advisory Committee Secretaries’ duties shall include, but not be limited, to:
i. Keep accurate minutes of all regular and special meetings of the Standing or Standing Advisory Committee;
ii. Make the minutes available to the Standing or Standing Advisory Committee members at least five (5) working days prior to the next regular meeting;
iii. Maintain a current list of the Standing or Standing Advisory Committee membership;
iv. Maintain attendance records of Standing or Standing Advisory Committee meetings and forward those records to the Staff Senate Office Coordinator by the last day of the month prior to the next regular Staff Senate meeting; and
v. Forward the approved minutes of all regular and special meetings of the Standing or Standing Advisory Committee to the Staff Senate Secretary by the last day of the month prior to the next regular Staff Senate meeting.

Section 7. Purpose and Responsibilities of Standing Committees
a. Election Committee
i. The Election Committee shall:
1. Conduct an annual review of the Staff Senate precincts and make recommendations for changes to ensure that the Staff Senate represents the staff effectively and proportionately;
2. Certify eligibility of candidates for election to the Staff Senate and Staff Representative to the Board of Trustees;
3. Conduct the election of Senators to the Staff Senate; and
4. Conduct the election of the Staff Representative to the Board of Trustees.
b. Staff Issues Committee
i. The Staff Issues Committee shall:
1. Research all University issues affecting staff;
2. Lead initiatives regarding staff issues; and
3. Generate recommendations to the Staff Senate for action on such issues.
c. Public Relations and External Affairs Committee
i. The Public Relations and External Affairs Committee shall:
1. Disseminate Staff Senate information;
2. Lead initiatives regarding external governmental issues that affect the University; and
3. Generate recommendations to the Staff Senate for action on such issues.
d. By-Laws Committee
i. The By-Laws Committee shall:
1. Keep the Staff Senate By-Laws up to date;
2. Keep the records of any amendments to the By-Laws;
3. Review and consider any proposed changes to the By-Laws and make recommendations on those changes to the Staff Senate at regular meetings;
4. Ensure that copies of the By-Laws are readily available to all members of the University community as well as the general public; and
5. Audit the By-Laws every three (3) years, which shall be done during the election cycle corresponding to the election of the Staff Representative to the Board of Trustees.
e. Institutional Finances and Resource Allocation Committee
i. The purpose of the Institutional Finances and Resource Allocation Committee shall be to:
Function in an advisory capacity to the Office of Planning, Budget, and Policy Analysis and inform the University Senate Council and the Staff Senate on the present status of the prospective changes in the finances and other resources available to the University. The Committee shall analyze public budget documents, published reports about financial and other trends shall routinely solicit an informational session by a university financial officer on annual budget proposals and prospective intra-academic year budget cuts or modifications prior to their submission to the Board of Trustees.
ii. Composition
1. The Institutional Finances and Resource Allocation Committee shall be composed equally of Senators appointed by the Executive Committee and approved by a majority vote of the Staff Senate, together with members chosen by the University Senate at a maximum committee size of six (6), plus the chair. Committee members optimally shall have financial and budgetary expertise relevant to university finances.
2. A Staff Senate member will preside as chair in even-numbered years, and a University Senate member will preside as chair in odd-numbered years. In odd-numbered years a vice chair shall be chosen from the three (3) Staff Senate representatives and will serve as the representative to the Staff Senate Executive Committee.
f. Technology Committee
i. The Technology Committee shall:
1. Ensure maintenance of the Staff Senate website, SharePoint, list serves, and other technologies as necessary, in collaboration with the Staff Senate and other committees;
2. Liaise with University IT and the Office of the Staff Senate to resolve technology concerns for the Staff Senate; and
3. Generate recommendations to the Staff Senate on questions of technology.

Section 8. Purpose and Responsibilities of Standing Advisory Committees
a. Staff Trustee Advisory Committee
i. The Staff Trustee Advisory Committee shall:
1. Provide advice on any issue brought to it by the Staff Trustee; and
2. Bring to the Staff Trustee any issue the Staff Senate deems appropriate.
b. Advisory Committee to the President of the University
i. The Advisory Committee to the President of the University shall:
1. Provide advice on any issue brought to it by the President; and
2. Bring to the President any issue the Staff Senate deems appropriate.

ARTICLE VII –SPECIAL AND AD HOC COMMITTEES
Section 1. Authority
a. The Chair of the Staff Senate, in consultation with the Executive Committee, may appoint, as appropriate, such Special and Ad Hoc Committees as may be necessary for the accomplishment of certain projects or for special purposes. The Executive Committee shall recommend the composition of any Special or Ad Hoc Committee. The Special or Ad Hoc Committee shall choose a Chair and Secretary in accordance with By-Law requirements for Standing and Standing Advisory Committees. The Chair of a Special or Ad Hoc Committee shall report to the Executive Committee during the lifetime of the Special or Ad Hoc Committee.

Section 2. Limitation
a. A Special or Ad Hoc Committee will be automatically discharged upon the completion of its assigned task or project and the forwarding of its response or recommendation to the Chair of the Staff Senate and/or the Staff Senate. The Executive Committee shall have the authority to set the time frame for completion of the work assigned to the Special or Ad Hoc Committee.

Section 3. Reports
a. At the completion of the Special or Ad Hoc Committee task, a final report shall be forwarded to the Staff Senate after review by the Executive Committee.

ARTICLE VIII - SPECIAL EVENTS
a. UK Appreciation Day
i. Duty
1. The President has given the Staff Senate the responsibility of organizing UK Appreciation Day.
ii. Planning and Execution
1. In order to carry out this responsibility, all aspects of the UK Appreciation Day event will be planned and executed by the UK Appreciation Day Commission.
iii. Composition
1. The UK Appreciation Day Commission shall be comprised of any University of Kentucky employee who would like to volunteer.
2. The Staff Senate Chair shall appoint the UK Appreciation Day Commission Chair, who must be a member of the Staff Senate.
iv. Reports
1. The UK Appreciation Day Commission shall be responsible for submitting an annual report to the Staff Senate at the last meeting of the fiscal year as well as current activity reports at each regular meeting.

ARTICLE IX - AMENDMENTS TO THE BY-LAWS
Section 1. Petition
a. Any proposal to amend the By-Laws of the Staff Senate shall be submitted to, or generated by, the By-Laws Committee. Proposals may come from the Executive Committee, any Standing or Ad Hoc Committee, or from the Staff Senate floor.

Section 2. Process
a. All recommendations for changes to the By-Laws from the By-Laws Committee, after being reviewed by the Executive Committee, shall be brought to the Staff Senate for approval. Changes must be passed by a majority of the current voting membership of the Staff Senate.

Section 3. Effective Date
a. Approved amendments to the By-Laws shall become effective on the first day of the next fiscal year unless otherwise specified in the motion to amend.

Section 4. Limitation
a. If an amendment to the By-Laws is not passed by the full Senate, the amendment may not be brought before the Staff Senate or the Executive Committee again in that fiscal year.

LIST OF REVISIONS MADE TO BY-LAWS
As Amended: September 12, 2002
Article V, Section 5

As Amended: November 14, 2002
Article II, Section 4
Article II, Section 5

As Amended: March 13, 2003
Article I, Section 6
Article I, Section 7
Article II, Section 4

As Amended: May 8, 2003
Article V, Section 7
Article V, Section 8

As Amended: June 12, 2003
Article VI, Section 7
Article VII, Section 1

As Amended: April 8, 2004
Article VII, Section 7

As Amended: May 13, 2004
Article I, Section 1

As Amended: June 10, 2004
Article I, Section 9

As Amended: July 8, 2004
Article V, Section 7

As Amended: April 14, 2005
Article I, Section 3
Article II, Section 4
Article II, Section 9

As Amended: May 12, 2005
Article V, Section 7

As Amended: September 8, 2005
Article I, Section 6
Article I, Section 7
Article I, Section 9
Article I, Section 10
Article II, Section 8
Article II, Section 9

As Amended: March 8, 2007
Article V, Section 7

As Amended: May 10, 2007
Article I, Section 3
Article V, Section 7

As Amended: June 14, 2007
Article VII

As Amended: July 12, 2007
Article I, Section 3

As Amended: August 9, 2007
Article I, Sections 1-9
Article II, Sections 1-8
Article III, Sections 3-4
Article IV, Sections 2-3
Article V, Sections 2-3, 6-7
Article VIII, Section 4
Article IX, Section 4

As Amended: November 8, 2007
Article II, Section 6

As Amended: April 10, 2008
Article II, Section 2

As Amended: December 11, 2008
Article II, Section 1

As Amended: March 12, 2009
Article II, Section 8
Article V, Sections 1-4
Article VI, Section 5
Article X, Section 2
Article VI, Section 7

As Amended: January 14th, 2010
Article VI, Section 7

As Amended: May 13th, 2010
Added Preamble
Changed Article II – Senators, to Article I
Changed former Article I – Officers, to Article II
Article I, Sections 3-4 & 6-8
Article II, Section 3
Article IV, Section 1
Article V, Sections 1-5
Article VI, Sections 1-8
Article VII, Sections 1-3

As Amended: June 10th, 2010
Article I, Sections 5, 9
Article II, Sections 4, 6-10
Article VII, Section 4
Article VIII, Section 1
Article IX, Sections 1-4
Article X, Sections 1-2

As Amended: July 14, 2011
Article II, Section 6
Article VI, Section 3, 7

As Amended: August 8, 2013
Preamble changed to Purpose
Article I, Section 2, 4, 8
Article II, Section 8, 10
Article III, Section 4
Article VI, Section 5, 7
Article VIII a
Article IX Amendments to the Constitution deleted
Article X Amendments to the Bylaws changed to Article IX

As Amended: January 9, 2014
Article I, Section 3
Article II, Section 2, 3
Article VI, Section 7